Itinerary Builder: How to build a basic Itinerary in Wetu

The Itinerary Builder is one of the main features of Wetu. It allows you to create content-rich, interactive itineraries. The Itinerary Builder is where you will create, edit and manage your itineraries in Wetu. Once you have built an itinerary, there is a range of outputs which you can send to your client.


The Itinerary Builder is available on all Operator packages. Functionality may vary depending on your Package Tier. You can see your Package Tier on your Dashboard.


In this article

Getting started

Think of your Dashboard as your home base.

Click on Itinerary Builder to begin building your customised itinerary.

Under Create New Itineraries you can choose Personal Itineraries or Sample Itineraries

The Personal Itinerary enables you to insert specifics, such as clients names and travel dates. The Sample Itinerary is for more general itinerary proposals, not linked to a specific client or travel dates. Sample Itineraries are the sort you might use on your website for general marketing. Refer to the article What is the difference between a Personal and Sample Itinerary to learn more.

In this article, we will build a  Personal Itinerary. Under Create Itinerary click on Personal Itineraries

Step 1: Itinerary Details

The first Step in the Itinerary Builder is Itinerary Details. This is where you will input your client's basic itinerary details. The details you can input will vary depending on the account type you have. The Itinerary Builder is designed to enable you to build itineraries quickly, so the only mandatory field is Itinerary Name. The remaining fields you can populate as and when you have those details.

Note: Any field left blank while you’re building an Itinerary will simply not show in the outputs, so it won’t look as if you’ve omitted anything. As you complete the fields, they will be added to the itinerary.

Fields in Itinerary Details:

  • Itinerary Name - Required field.
  • Client Name - Name/s of client/s you're putting the itinerary together for. Only for Personal Itineraries.
  • Reference Number - Does not have to be unique. Use this if you use reference numbers on your itineraries. You can search for itineraries using their reference number. Refer to the article Browser: How do I search for an itinerary for more information on how to do this.
  • Theme: If you want to customise the look of your itinerary, you can set that up via the Admin Panel.

    Refer to the article Themes: Creating Themes for more information on how to do this. Otherwise just leave the Theme as Default (Classic).

  • Languages: Your Itinerary can be translated into certain languages. Refer to the article Options: How to Manage Languages in Wetu for more info about setting this up and which languages are available. Only text that is pulled from Wetu's database will automatically translate. Any notes you type (e.g. in price includes) you will need to translate yourself.
  • Price, Price Includes, Price Excludes and T's and C's: Any details that you enter here will be saved as you move through the tabs. Populated tabs are indicated by a small red dot.
    • Special Interest: You can add searchable tags or meta tags to your itinerary here.
    • Number of Travellers: If you have this information, you can specify the number of adults and children, using the + and - buttons. You can also enter their full names by clicking on ENTER NAMES.
    • Room Configuration: Use this to specify the room configuration for the whole trip if you have many guests. Otherwise you can specify this in the Accommodation Step.

    Are you building an itinerary for another company? Rebranding is done via the Admin Panel. Refer to the article Using my iBrochure: Rebranding for more

    Note: Any details that you enter in the Itinerary Builder cannot be amended by the person who receives the Itinerary. For example, if you are building an itinerary for an Agent and you enter their Nett price in the 'Price' field, they will not be able to amend it before sending it to their client. 
    Note: As you move from step to step in the Itinerary Builder, it will automatically save the details you’ve inserted. For your own peace of mind, there are two save options on the top right of the Itinerary Builder. Use Quick Save to save as you go but continue working on the itinerary. Use Save & Exit to save and exit the Itinerary Builder.

    To continue, click on  Step 2: Accommodation at the top or the Next Step button in the bottom right of the page.

    Step 2: Accommodation

    This is where you will set up the dates, accommodation, own arrangements and/or overnight travel. 

    Adding Accommodation

    Clicking on the calendar icon to the right of the date will allow you to select the start and end dates for the stay you are adding. Clicking Clear Dates will remove the dates from the itinerary; this can also be used for a date-free itinerary. 

    Click on the blue   + sign and then on the Accommodation button. Type in the name of your chosen accommodation. As you start typing, a drop-down menu will appear with options from the Wetu database. Click on the name of the accommodation you want to select.

    Wetu Suggests:  Using words that are unique to the accommodation name will provide more accurate results.

    Once you have selected an accommodation, you can click on the green eye icon next to the accommodation to preview what will show on your itinerary outputs for that accommodation. 

    If you have your language set to something other than English, there will be an icon indicating whether translations are available for the destination you have selected.

    If an accommodation you wish to include is not in Wetu, please email content@wetu.com with the following details and Team Wetu will advise if we’re able to load it.

    Basis and nights

    You can select the Basis by selecting from the drop-down menu that appears when you click on the arrow. You can do the same for the Drinks and enter the number of Nights that the clients will be staying at this particular accommodation. 

    The Destination of the accommodation will automatically be filled into the adjacent box. This Destination is automatically selected based on where it is located on the Wetu map.

    Add the next Accommodation

    To add a second accommodation simply click on the + sign and then on the Accommodation button and repeat the same process as above.

    Keep adding accommodation until you have the full itinerary and all of your nights have been allocated. 

    In this step, you can add Components, which are like mini itineraries that can be created separately beforehand and added to any Itinerary at the click of a button, saving you time and effort. You can also add overnight travel, own arrangements and mobile accommodation here. 

    To continue to the next step, click on 3 Route Builder at the top of your page or Next Step at the bottom right corner of your page.

    Step 3: Route Builder

    This is where you plan the routing of the itinerary. Whether your clients will be flown from place to place or driving themselves, this is where you will indicate those arrangements.

    When you navigate to the Route Builder step, the Itinerary Builder will automatically add the details from Step 2. Now you can edit the route based on how your client will get to and from each location.

    For example, if your client is starting at the airport, change the Start to that specific airport. You can type in the full name of the airport or the airport code and the system will provide options that match whatever you have typed. For each section of the itinerary, you can choose the Mode of transport, such as a self-drive, transfer, scheduled flight, etc. Add the End destination.

    If you have additional routing between two locations, for example, a transfer then a flight and then another transfer, you can add this detail by clicking on Add Leg and it will add an additional route. 

    Clicking on the icons next to each Mode will open a window where you can enter additional details for that particular transport. This includes company name, times, reference, etc. 

    If your mode of transport is a Charter Flight or Transfer, you can further define what kind or charter flight or transfer it is, by clicking on the drop-down menu.

    If you have Self Drive routes in your itinerary, you will notice a Directions button. When you click on this, you can edit and manage the turn by turn Directions for the itinerary - putting in as much or as little detail as you would like. There will automatically be routes entered by Google or by the Supplier. In the same area, you can manage any Car Hire included in the itinerary. 

    Note: If there are no Self Drive routes, the Directions button not appear.

    To continue to the next step, click on 4 Planner at the top of your page or Next Step at the bottom right corner of your page.

    Step 4: Planner

    This is where you will enter the details for the itinerary, namely the day by day trip information such as Activities, Day Notes, Day Tours, Meet & Greets and what is Included / Excluded.   

    Activities, Product Activities, Day Tours and Meet & Greet 

    Details you had entered in the Accommodation step and Route Builder step will automatically pull through to the Planner for context while building the rest of your itinerary. 

    You can use the Activity button to add activities as well as sites or attractions. Simply type the name of the service, and as you did with the accommodation, select an option from the options that appear. If the activity or attraction you are looking for is not listed, you can add your own activity option using Free Text. Refer to the article Planner: How do I add Free Text for an Activity for more info.

    With Day Tours and Meet & Greet, once you click on the button, a pop-up will appear where you can select from options that have been provided by suppliers or set up by you previously.

    Once you have entered and selected the desired services for the day, you can add additional details about them, such as the Time slot, whether it is Planned, Optional, Recommended and you can choose to highlight the activity by clicking the star icon on the far right. 

    If a Supplier offers activities or has a restaurant at their property and they have added it to their listing, you will be able to view and include these in your itinerary by clicking on Product Activities button. The Product Activities drop down options on a transport day (when moving from one accommodation to another) will list the services from both accommodations. This is so that you can indicate activities for the accommodation the client is leaving that day, before check out for example. 

    Note: If no activities were entered by a property, there will be no Product Activities button. For an in-depth understanding of adding Activities in the Planner Step, refer to the article Planner: How do I Add an Activity

    You can also sequence the details by using the green arrow to drag and drop the various services into the correct order. This is the order they will appear on the various outputs as well. 

    Day Itinerary and Expert Tips

    At the bottom of each day, you are able to enter text that will show on the outputs for the clients. Day Itinerary can be used to enter the day by day information on the itinerary. Under Expert Tips provide any details that are important for the traveller and which are not part of the standard day to day

    For each day, you can also make a note for the clients of what is Included / Excluded. If your basis is different per day, you can specify that here too.

    To continue to the next step, click on 5 Review at the top of your page or Next Step at the bottom right corner of your page.

    Step 5: Review 

    This is a roundup and summary of all the details you entered while building the itinerary, so that you can check that you have included all the information that you require.

    The Review is broken into 3 sections, namely:

    • Itinerary Overview - this is a summary of the Itinerary Details and Accommodation steps
    • Travel Details - this is a summary of the Route Builder step
    • Daily Information - this is a summary of the Planner step

    The blue circle icons indicate when information has been entered and the grey circle icons indicate areas where there is no information entered. You can edit the details by clicking on the pencil icon. Depending on what you are editing, the applicable pop-up window will appear. 

    Step 6: Additional Details

    This is where you put the finishing touches to your itinerary. You can write an introduction for Itinerary, add documents from your computer that accompany the itinerary (such as What to Pack, Booking Form, Country Information etc.) and tag or label your itinerary. 

    Note: Documents that you attach to the itinerary will only be available on the Virtual Itinerary, Digital Itinerary, and Mobile App.

    Step 6 is also contains the Landing Page Gallery, which is where you manage the images that appear on the Landing page of your Itinerary. To learn more refer to this article.

    Outputs

    At the bottom of the screen, you will find the various outputs. This includes your downloadable outputs. 

    Note: Printable outputs can use the Classic style template or the Contemporary style template. You should set this up in Admin - refer to this article for more information.
    • Printable Itinerary  - You can configure the appearance of the printable itinerary. Refer to Additional Details: Printable Itinerary Options - Classic or Additional Details: Printable Itinerary Options - Contemporary
    • Vouchers - Vouchers are used at certain hotels or activities as a form of proof of payment. Refer to the document Additional Details: How do I create Vouchers to find out how to generate vouchers in Wetu.
    • Print Summary - Provides a downloadable, printable summary of the itinerary. Choose between Classic or Contemporary. 
      • The Classic printable summary is the original simple, print-friendly look which contains just the essential info and no hero image or colour beyond the branding logo. 
      • The Contemporary print summary includes a hero image at the beginning of the summary and uses font size and colour to make the summary quick and easy to read. Refer to this article for more on generating Print Summaries in Wetu.
    • Pricing Sheets - Refer to the article Additional details: How do I use the Pricing Sheets for more info on this.
    • Email Client Link - You can send your client a link to their Virtual or Digital Itinerary directly from the Itinerary Builder using the Email Client Link option. Alternatively, if you would prefer to email your client directly, you can copy the Client Link and send that to your client. 
    • Mobile Code - The final output that you have from the Itinerary Builder is the Mobile Code. Wetu has an app called TravelKey for your clients that allows travellers to carry their itinerary with them while they travel. The app is available for both Android and iOS.

    If you would like to view the Virtual or Digital Itinerary as your client would see it, without adding to your view count or getting a notification, you can click on the Preview Itinerary option. 

    The link that you send to the client is tracked, this means that when they open it and view the itinerary, the consultant who has the itinerary in their account will receive an email notification if Viewing Notification is set to Always, First View or First View Only. You can change this setting per itinerary. Refer to the article Additional Details: Email Notifications for instructions on how to do this.

    Note: If you need to make a change to the itinerary that you’ve just built, you can edit and save, and the details in the itinerary will automatically update. No need to send your client a new link or build the itinerary all over again.

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