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How-to guides, troubleshooting, FAQs, and product updates for UrTravelPro — everything you need to get the most out of Books, Marketing, Compass, and Trips.
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Email Series — automate your trip follow-ups
Email Series turn your best follow-up sequences into automation: build an ordered set of email steps once, assign it to a trip, and the right emails send at the right time — from your own mailbox, with attachments and merge tags handled. Covers building a series, trigger types, send times, assigning, and per-trip skip/reschedule overrides.
Invoicing — Send, Track, and Book Payments
How invoicing works in Books: create invoices with categorized line items, email them to clients from your billing address, track viewed/paid status, and post payments to the ledger. Cash-basis by default — the invoice hits the books when you mark it paid.
Groups in Trips — what they are, when to use them
Groups are Trips' primitive for hosted cohorts — cruise groups, escorted tours, themed trips, corporate incentives. This article explains what a Group is, when to reach for one instead of individual Trips, and how the pieces fit together.
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Reports overview
A tour of every report at /reports — Sales summary, Sales detail, Commission report, Aging + forecast, Booking funnel, Top suppliers + countries, Agent leaderboard, Per-client LTV, and the Passport access log. What each one answers, who it is for, and how the shared period picker works.
Trips calendar
The /calendar month view — what shows up (trip spans, custom events), how the iCal subscribe URL works in Google Calendar, Apple Calendar, and Outlook, and how privacy + the per-user subscription token keep your team's calendars honest.
Trip todos + reminders
Add, assign, and remind on trip-level tasks. Covers the four reminder anchors (absolute, days-from-today, days-before-start, days-after-end), staff + traveler assignees, client-visible tasks on the portal, the pending-review handshake, and how reminder emails fire.
Todo templates
How to build a reusable checklist of tasks in Settings → Todo templates and apply it to a trip in one click. Covers what a template item carries — due offsets, assignee placeholders, reminders, optional email automation — and what changes when you edit a task after applying.
Passport collection workflow
The right way to collect passport details and scans from clients: a trip-attached form with passport identity fields plus a file-upload field routed to the encrypted passport vault. End-to-end encryption, per-agency keys, audited every access.
Forms (intake, traveler info, passport)
Build a form once, share a link, collect structured client responses on your branded portal. Use forms for new-client intake, per-trip traveler info, passport collection, signed release waivers, and marketing opt-in capture.
My file won't upload
A trip-file or passport upload is failing? Walk through the size cap, the MIME allowlist, virus-scan rejections, and slow-connection issues — and how to retry.
My client didn't get their portal invite
Walk through the five common reasons a portal invite never reaches the client — spam folder, wrong email on the contact record, expired claim link, domain-level delivery block, or an old link the client clicked after you resent.
The Commission Manager
How to use the Commission Manager at /commissions to reconcile supplier commissions across every trip: filtering Unpaid vs Received lines, recording a multi-line host deposit, working around a paused Books connection, and unreconciling a line you posted by mistake.
Payment schedules: deposits, final balance, and custom milestones
How the payment schedule on a Trips invoice works: when you need one, how to choose between Deposit + final and Custom schedule, how to mark a milestone received, what the receipt email looks like, and how to undo a payment that was logged in error.
Invoice line items and commission tracking
How to add line items to a Trips invoice: the line-item modal, the supplier picker, quantity and unit price, the dollar vs percent commission entry mode, your share %, the You net preview, and expected vs received commission dates.
Proposals + Itineraries — what they are
Orientation to the proposal family in Trips — Proposal, Proposal PRO, and Itinerary. What each is for, how they share a builder, and how the share-and-sign flow works.