Use this guide as the main onboarding path for a new Platix agency workspace. It takes you from the owner claim through a reviewed client itinerary. Follow the steps in order the first time; return to the linked guides when you need the detailed controls.
How Platix names the work
- Client intake is the collection process; a trip request is what the client submits.
- A Trip Brief is the structured, advisor-reviewed set of requirements used to plan.
- A trip or draft itinerary is the private working plan inside the agency workspace.
- A proposal is an immutable, deliberately selected client-facing snapshot of that trip.
- A final itinerary is the reviewed travel-ready version delivered after proposal review.
These stages are separate. Creating or approving a Trip Brief does not create a trip, and drafting a trip does not publish a proposal.
Find your way around
- Overview counts trips by stage (Draft, In review, Proposed, Approved, Booked, Traveling) and lists what Needs you: new intake answers, client comments without a reply, proposal links not opened for three days, and trips starting within two weeks with bookings not confirmed. Each item opens the trip or client it's about.
- Your first client win on the Overview walks a new workspace through six steps, from brand to the first client response. Each open step links to the place where it's done, and the list disappears once all six are done.
- Each trip has its own page. Open a trip from Trips or the Overview to see the client, dates and travelers, the stage the trip has reached, and one Next step, with the trip's brief, itinerary, proposals and bookings on the same page. Open editor takes you to the map editor.
- One-person agencies see the main tabs (Overview, Clients, Trips, Proposals, Brand, Settings) and find the rest, including Team, under More.
1. Claim and verify the workspace
Open the claim link using the intended owner account. The owner should be authorized to administer the agency, invite teammates, accept workspace terms, and handle access incidents.
Do not forward a claim link or use a shared team login. If the link reached the wrong person, ask Platix support to revoke it and issue a replacement.
After claiming, confirm that you are working inside the agency workspace. Agency clients, Trip Briefs, trips, templates, reviews, proposals, and booking handoff records belong to the organization. They are separate from personal Platix trips and public creator activity.
2. Complete the agency profile
Open the workspace settings and complete the brand profile:
- Add the agency display name and a concise public-safe summary.
- Add specialties and service regions that help teammates and prospective clients understand the agency.
- Confirm the public contact details.
- Upload only logos and brand media the agency has permission to use. Your logo appears on the client's proposal page, the client intake form, and the proposal PDF.
- Check brand colors for readable contrast before client delivery.
Do not place client names, booking references, supplier credentials, payment details, or private traveler information in organization profile fields.
3. Configure client-facing boundaries
Before creating a proposal, choose the disclaimers your clients will see. The quickest way is in Proposals: when no proposal disclaimer is active yet, choose Use this text to add Platix's standard proposal and final-itinerary wording in one step, or Write your own to open Settings. Proposal and final-itinerary disclaimers can serve different stages of the relationship.
Platix is an itinerary, proposal, and collaboration workspace. The agency remains responsible for bookings, supplier verification, payments, professional advice, regulatory obligations, and emergency support. Put agency-approved language in the disclaimer rather than relying on informal notes inside a trip.
Read Client-facing disclaimers before the first proposal.
4. Invite the working team
Give every teammate an individual account and the least powerful role that supports their work:
- Owners administer the workspace and its highest-risk controls.
- Admins manage setup and day-to-day workspace operations.
- Managers review itinerary work and resolve approval steps.
- Advisors build trips and manage assigned clients.
- Billing users handle subscription work without broader trip access.
Review membership when responsibilities change, and remove access promptly when someone leaves. Reassign open work before removing the teammate who owns it. To reassign a trip, use the More actions menu on its row in the Overview queue.
A one-person agency doesn't need to invite anyone to start. Team is under More, and you can approve your own templates with one click; Platix records it in the audit history as a solo-agency approval.
Read Team roles and access for invitation and offboarding details.
5. Create the first client and Trip Brief
Create a client record and assign the responsible advisor. Record only the contact and travel information needed for the engagement.
Collect the trip request through client intake or advisor-entered notes, then create a draft Trip Brief. Useful planning details include destinations, dates or duration, traveler count, pace, budget, accessibility needs, known bookings, interests, and fixed constraints. Do not upload payment-card data, passports, government IDs, authentication secrets, or unredacted highly sensitive medical information.
Review the submitted wording before approving the brief. Resolve material contradictions and remove information that should not enter itinerary planning. Approving the brief does not create a trip; it marks that brief version as ready for a separate trip-creation action.
Read Clients and intake for the full intake lifecycle, and Advisor-reviewed Trip Briefs for the professional review checkpoint before itinerary work begins.
6. Create the private working trip
Open Trips and choose how to start under New trip. Only the ways your workspace has are shown:
- From a client brief (AI) drafts the trip from a request and an approved Trip Brief.
- From a PDF itinerary turns a text-based PDF that already exists outside Platix into a trip, and opens the new trip's page when you confirm it.
- From a template uses an approved template for a familiar structure without copying another client's private details.
- Blank gives the advisor full manual control.
From a client's record, Create trip on an approved brief opens Trips with that brief already chosen.
Select the approved Trip Brief when one applies, assign the responsible advisor, and create the trip. The resulting itinerary is private agency work. It is not automatically a proposal and is not ready for a traveler merely because the initial draft completed.
Read Build and review agency trips, Templates and manager review, or AI-assisted trip drafting for the selected path.
7. Review the itinerary internally
Open the trip and verify the items that can materially affect the traveler:
- dates, duration, overnight bases, and route order;
- arrival and departure boundaries;
- stop identity, opening hours, and realistic travel time;
- meal timing, daily pacing, and accessibility fit;
- transport and supplier facts;
- client-specific requirements and known bookings;
- the separation between client-facing content and internal notes, references, and costs.
When manager review is required, submit the current revision to the selected manager. The manager can comment, request changes, or approve that revision. Later trip edits can make the approval stale, so confirm that the current revision is approved before creating the client proposal. The review rules are in Settings, under Review policy.
8. Create and publish a client-safe proposal
Build a proposal from the reviewed trip. Select only the days, stops, media, booking fields, notes, and disclaimer that are appropriate for the client.
Preview the draft before publishing. A published proposal is an immutable client-facing version; later trip changes do not silently rewrite what the client already reviewed. Publish a new version when the itinerary or client-facing terms materially change.
Read Proposals and client-safe snapshots.
9. Collect feedback and revise
Choose Create client link on the published proposal and send the link to the intended recipient. The full link is shown once; if it's lost, create a new one, which replaces the old link. Clients see a summary of dates, stays, price and your contact details, can comment on any day or stop, and can Approve or Request changes from a bar that stays in view. They cannot edit the private agency trip or see internal fields.
Resolve feedback in the proposal workflow. Update the private trip when the itinerary changes, review the revised trip, and publish a new proposal version when the client needs to see the change.
Read Client feedback and revisions.
10. Record booking handoff and deliver the final itinerary
Keep supplier references, net costs, internal notes, and operational booking records private. Add only deliberately selected client instructions to the proposal or final artifact.
After the itinerary and client-facing projection are final, create the final itinerary from the approved published proposal version. Then create the secure live traveler link for phone or laptop access, and prepare the PDF or calendar file when those exports are enabled for your workspace. The PDF carries your logo, brand colors and disclaimer.
Confirm critical reservations and schedule details in the agency's booking system of record before delivery.
Read Booking handoff and quotes, Live traveler itinerary links, and Final itinerary, live traveler link, PDF, and calendar.
11. Close and learn from the engagement
Use client and trip lifecycle states to keep active work distinct from completed or archived work. Review aggregate proposal analytics as an operations signal, not proof that a client read or accepted every detail.
When the agency receives a deletion or export request, follow the workspace controls and the agency's legal obligations. Do not use email or informal notes as a substitute for the durable client and proposal record.
Read Track client proposal activity and Enterprise controls.
Your first-trip readiness check
Before sending the first client link, confirm all of the following:
- The client and trip are inside the agency workspace.
- The assigned advisor and team access are correct.
- The brief is reviewed and the itinerary reflects its fixed constraints.
- Internal notes, supplier references, and private costs are not in the client projection.
- The current trip revision has completed any required internal review.
- The correct disclaimer is active and selected.
- The proposal preview contains only intended client-facing content.
- The final traveler link is created only from the reviewed final itinerary, not directly from the mutable working trip.
- Critical booking and timing facts have been checked outside the AI draft.