# Planning a tailor-made trip with your travellers

> Itinerary, quote, passports: each traveller sees what is left to choose or send, and you can find who accepted what, and when.

## 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.

## 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](/en/features/document-confidentiality): 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:

- **Choosing the itinerary**: a [choice](/en/features/choice-decisions) 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.
- **Approving the quote**: the quote submitted for [sign-off](/en/features/sign-off), accepted by each traveller with the date and their name.
- **Travellers' documents**: a document request with one line per document (passport, travel insurance certificate, driving licence), each accepted or refused with the reason.
- **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.