Itinerary Builder Guide: How to build a basic itinerary in Wetu

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


The Itinerary Builder is available on all Operator packages. Functionality may vary depending on your account type. 


In this article

Getting Started

Think of your Dashboard as your home base. From here you can click on Itinerary Builder (Beta) to begin building your customised itinerary.

Under "Create New Itineraries" you can choose Personal or Sample Itinerary. The Personal Itinerary enables you to insert specifics, such as clients names and travel dates. Sample Itineraries are for more general proposals, such as the kind you would use on your website, for example. Find out more about Personal and Sample Itineraries here. 

In this guide, we will go through the process of building a Personal Itinerary

Step 1: Itinerary Details

The Itinerary Details step is where you will input your client's basic itinerary details. The screen and details you can input will vary depending on the account type you have. The Itinerary Builder is designed to allow you to build itineraries quickly so the only mandatory field is 'Itinerary Name' and the rest you enter as and when you have the details. 

Note: Any field left blank while you’re building an Itinerary will simply drop away from the outputs, and it won’t look as if you’ve omitted anything. As you complete the fields, they will get added to the itinerary.

The details that are entered in 'Client Name' and 'Reference' will show on the Itinerary Builder outputs, including the Virtual, Digital and Printable Itinerary. These details will also show as searchable fields in the Itinerary Browser, once the itinerary is saved. 

Are you building an itinerary for another company? If so, you can choose the Branding, which will change the contact details and logo according to the details you set up in the  Identity.

Any details that you enter in the 'Price', 'Price Includes', 'Price Excludes' and 'T's and C's' tabs will be saved as you move through the tabs and any text entered will be indicated by a small red dot notification. 

It is important to remember that any details 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. 

If you have filled in all the various fields and options, your first step should look something like this:

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.  For example, you might use the 'Save & Exit' option if you are going to a meeting and have not finished a page, but will return later. 

To continue, click on the Step 2 Accommodation or 'Next Step' button.

Step 2: Accommodation

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

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

Adding Accommodation 

Click on the 'Accommodation' button and type in the name of your chosen accommodation. As you start typing, a drop-down menu will appear with options to select an accommodation - you have to select an option from the Wetu database. Be sure to click on the name of the accommodation you want to select.

Suggestion:  Using words that are unique to the accommodation name will allow you to search faster. Using words such as "The" or "Hotel" will return a huge result.

The IB icon means the accommodation has an Enhanced Listing in Wetu and an iBrochure is available for that accommodation. The % is an automated Wetu Content Rating; a higher rating generally means better, more up-to-date content. 

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

If an accommodation you wish to include is not in Wetu, please email  support@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'. Next, you can 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 '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 or 'Next Step'. 

Step 3: Route Builder

In the Route Builder step 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 indicate those arrangements.   

When you navigate to the Route Builder step, the Builder will automatically add the details from step 2.  Now, you need to 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 first destination 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. There are more details on how to do this  here

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. Ths 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 at the bottom of the Route Builder there is a 'Directions' button (if there are no Self Drive routes, the button will disappear). When you click on this, you are able to 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 the Car Hires included in the itinerary. 

To continue, click on Step 4 Planner or the 'Next Step' button. 

Step 4: Planner

The Planner step is where you will enter the majority of the details for the itinerary. Here you can add the day by day trip information like Activities, Day Notes, Day Tours, Meet & Greets and Included / Excluded.   

Activities, Product Activities, Day Tours and Meet & Greet

Details you had entered in the Accommodation 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 attraction. 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  Free Text to create your own activity option. 

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. 

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 from the accommodation you are leaving in the day, before check out for example. 

Note: If no activities were entered by a property, there will be no 'Product Activities' button. 

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. 'Expert Tips' will also show on the itinerary but in a different text block to the information that you enter in 'Day Itinerary'. 

For each day, you can also make a note for the clients of what is Included / Excluded.

To continue click on Next Step or click on the next step. 

Step 5: Review 

The Review step is exactly what it sounds like. It is a roundup and summary of all the details you entered while building the itinerary. As there are many places to enter information while building an itinerary, this gives you an overview for you to ensure you have completed all the fields you wanted to.

The Review is broken into 3 sections, namely:

  • Itinerary Overview - this is a summary of the first 2 steps
  • Travel Details - this is a summary of the Route Builder step
  • Daily Information - this is a summary of the Planner step

The blue circles indicate when information has been entered and the gray circles indicate 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

The Additional Details step is where you enter the final details of the itinerary. This includes the Introduction to the Itinerary, adding documents from your computer that accompany the itinerary (such as What to Pack, Booking Form, Country Information etc.) and where you can 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.

Outputs

CONGRATULATIONS! Now that you have completed building the itinerary, you can now select what you would like to send to your clients. At the bottom of the screen, you will find the various outputs. This includes your downloadable outputs: the  Printable ItineraryVouchers, Print Summary, Printable Directions (if you have self drive routes) and Pricing Sheets. 

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 the client directly, outside of Wetu, you can copy the 'Client Link' and send the details to the client. 

If you would like to have a look at the Virtual or Digital Itinerary as your client would see it, but 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, the consultant who has the itinerary in their account will receive an email notification if 'Viewing Notification' is set to 'Always' or 'First View'. You can change this setting per itinerary. 

The final output that you have from the Itinerary Builder is the 'Mobile Code'. Wetu has got a  travel app for your clients that allows your clients to carry their itinerary with them while they travel. The app is available for both Android and iOS. 

Note: If you need to make a change to the itinerary that you’ve just built, all you need to do is edit and save it, 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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