Client records help the agency keep traveler requirements, intake answers, and assigned work organized.
Create a client record
Add only the information needed to plan and communicate about the trip. Typical fields include client display name, contact method, assigned advisor, status, and travel preferences.
Avoid storing passports, government IDs, payment-card data, authentication secrets, or highly sensitive medical information.
Collect an intake
Use intake links or advisor-entered notes to collect trip requirements. The intake form keeps the essential planning facts visible first:
- destinations or regions;
- start date, end date, duration, and date flexibility;
- adults, children, pace, and budget range;
- core interests and planning constraints.
Optional planning details are labeled optional and grouped at the end of the form. Use that section for trip purpose, planning status, accommodation preferences, arrival and departure notes, child age bands, party or rooming notes, what the budget should include, budget notes, must-haves, avoidances, dietary preferences, accessibility or mobility needs, decision priorities, known bookings, and anything else the advisor should review.
Review each submitted intake before turning it into a draft Trip Brief. Client wording can be incomplete, contradictory, or contain details that should not be copied into client-facing proposal text.
Read Advisor-reviewed Trip Briefs for the review checkpoint, recommended fields, and privacy boundaries.
Create work from a Trip Brief
After review, create an agency trip from the approved Trip Brief. The resulting trip is the private working blueprint for the advisor and team.
If AI drafting is enabled, treat its output as a draft. Advisors remain responsible for checking route logic, dates, transport, supplier facts, and client-specific constraints.
Lifecycle states
Use client status to keep the workspace readable: draft, active, traveling, completed, archived, or deletion requested.
Deletion requests should be handled according to agency policy, legal obligations, and Platix retention controls.