Planning a tailor-made trip with your travellers
Between the first proposal and departure, choices get lost in messages
A tailor-made trip takes several weeks to put together. You send three itineraries, the travellers talk them over, one replies by email, the other on WhatsApp. The quote goes out as an attachment and the approval comes back in a single line: “OK for us”.
Then come the passports, photographed on a kitchen table and sent into a chat full of flight times and restaurant photos. When the time comes to finalise the travel booklet, you are still looking for which of the two chose the hotel for the last night.
What Kolinea changes for you
Client choices
The chosen itinerary, dated and kept in the folder
Three itineraries, the hotel for the last night, a free day: your travellers choose from your options, and the answer no longer gets lost between WhatsApp and email.
- Two to six options, single or multiple choice
- Dated answer, visible to both parties
- Visible to the whole agency team
No more decisions found three weeks too late
Confidentiality
Passports, read by the agency and the travellers you name
Identity documents become confidential: only your team and the participants they name or mention can read them, and the log shows who viewed them.
- Confidential: your team and the participants named
- Internal notes, invisible to travellers
- Exportable access log
Asked “who saw this document?”, you have the answer
Sign-off
Every quote approved, dated, in each traveller’s name
Submit the trip quote. Each traveller accepts or declines it from their phone, and you know who said yes, and when.
- Couples or friends, each one answers
- Dated approval in each person’s name
- Nothing can be changed afterwards
A simple, dated approval, not a qualified e-signature
What Kolinea solves for tailor-made travel agents
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Before: A decision made by email or text stays where it landed, and nobody can find it when it is time to act
Each choice put as a question with options, answered from a link, dated and filed in the folder.
See how -
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Kolinea also takes care of
Folder templates
Every tailor-made trip, ready in advance
The “Tailor-made trip” template prepares the itinerary choice, the quote approval, the travellers’ documents and the pre-departure checklist, with their due dates.
- Planned items, in order
- Due dates that fit each folder
- Your own templates, shared with your agency (Premium)
You write your requests once for all your clients
The itinerary, the documents and each traveller's choices
Each traveller enters through their own link, with no account, and can write to you when a wish changes. You and your team share the folder, opened from the “Tailor-made trip” template. Passports are published as confidential: the team and the travellers you name can read them; a participant you have not named, such as a guide or a local ground agent, cannot see them.
The “Tailor-made trip” template prepares four steps:
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Choosing the itinerary
A choice between your proposals, a self-guided tour, a guided tour, or two stops followed by a few quiet days. You see each traveller's answer, dated.
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Approving the quote
The quote submitted for sign-off, accepted by each traveller with the date and their name.
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Travellers' documents
A document request with one line per document (passport, travel insurance certificate, driving licence), each accepted or refused with the reason.
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Before departure
A checklist the travellers tick off (names exactly as they appear on the passports, allergies, reading through the travel booklet).
The rest you add to the folder yourself:
- Travel booklet: you upload it as a document, version after version, pinned at the top of the folder.
- Last choices: the hotel for the last night or a free day to plan, as a choice with a due date.
- Video call: you offer a few slots and the travellers pick one.
A sign-off is a simple approval, with no value as a qualified electronic signature. Kolinea books nothing and takes no payment: bookings and payments stay in your usual tools, and the folder keeps a record of the choices and approvals.
A departure prepared without you chasing
Reminders go out two days before the due date, on the day, the day after, then seven days later, and stop as soon as the request is completed. You add milestones (quote accepted, travel booklet handed over, departure) and everyone sees where the trip stands.
When they are back, you close the folder: the itinerary chosen, the accepted quote and the date of each choice remain available to you and to your travellers for as long as your workspace exists.
Frequently asked questions
Another question?
Contact usYour workspace moves to the Free plan, with no time limit: 2 active folders at a time and 2 members. The trial asks for no credit card. Beyond 2 active folders, new folders wait until one is closed, or until you choose Premium.
During the Founding Members Offer, Premium is free for your workspace from the moment you reserve, no credit card needed, throughout the launch phase. You then keep the founding member price for life, as long as you stay subscribed: €6 excl. VAT a month, or €60 excl. VAT a year, instead of €9 excl. VAT a month or €84 excl. VAT a year. One subscription per workspace, with unlimited members and folders. Your clients never pay.
Premium free from today, throughout the launch phase, then up to −33% off for life
100 seats left out of 100 Reserve it from your workspace once signed up
Your ongoing folders carry on, and your clients keep access to closed folders for life, as long as your workspace exists. If you delete the workspace, everyone is notified by email 30 days beforehand and can download the export of their folders.
Not if your exchanges are one-off, with no follow-up: an email is enough. Nor if you need to invoice your clients, or a qualified electronic signature: Kolinea does not invoice, and its sign-off is a simple approval, dated and in the name of the person who gave it, with no value as a qualified signature. It keeps a record of what was accepted and when; if your document requires a qualified signature, you need another tool.
They have nothing to install or remember: they open their link and first see what you expect from them, on a phone or a computer.
Learn moreFrom their contact card, you generate a single-use link, to be opened within 24 hours, and a 6-digit code that you pass on yourself: the link by text or messaging app, the code by phone or in person. Their device is then recognised for your folders.
Learn moreEach trade shown here has its own folder template, with the usual requests already written: “Litigation” for a lawyer, “Year-end” for an accountant, “Rental listing” for a property manager, and so on. They are available on the Free plan; writing your own templates and adding custom fields (floor space, budget, property type…) is reserved for Premium.
Learn moreInvite your colleagues to your workspace: 2 members on the Free plan, as many as you like on Premium. Each one accesses the folders they work on; owners and admins see every folder, and the overdue items of the whole team.
Learn moreYes, free of charge. You open the folder, add your documents and create a free account with no password, then send them the link. They open the folder from that link, then claim it so they can reply; if nobody claims it, the folder is deleted after 30 days.
Your next folder, with nothing lost along the way
Not the right time?
Get the link by e-mail and pick up later, from your computer.
One e-mail only, and your address is not kept.