TripVaraFrom first inquiry to welcome home.
The advisor back office
A credit that lapses on a date nobody watched. A supplier who paid less than their own terms say. A client who came home fourteen months ago and has not been rung. None of it shows up as a problem, because none of it shows up at all.
Your own agency, your own clients, no card. Joining an agency that already uses Trip Vara? Ask them for access instead.
Not because anybody is careless. Because a spreadsheet has no opinion about what is missing from it, and neither does an inbox.
A future cruise credit or deposit the client has already paid for. The supplier keeps it if nobody uses it in time, and nobody at the supplier is going to ring and say so.
Trip Vara prices a booking by the parts it is really made of, so it knows what the commissionable half should have earned and can say when a payment came in short.
Somebody who has travelled with you three times and has nothing on the books. The warmest lead you own, and the only one with no deadline pushing you to make the call.
Seven parts of the job, and what the portal does about each one. None of it is a module you buy separately.
Most of this is retyping that somebody else already typed. The portal reads it instead.
An inside, an oceanview and a balcony on one quote. The portal keeps what you offered as well as what they took.
A cover picture, a few words, the cruise and the hotel and an excursion each with a price. Sent as a link, with nothing on your book until they say yes.
The cruise line sale, the tour operator's early booking bonus, the resort credit. Searchable, in one place, instead of in everybody's inbox.
Every quote still unanswered, split by the only thing that matters: waiting on the client, or waiting on you.
Paste the vendor confirmation and the booking number, ship, dates, cabin, guests and money come off it.
Norwegian, Celebrity, Margaritaville and a general reader pull out the dates, the hold, the tariff and the amenities.
A page that takes names for a departure, cabins counted against what is held, and every enquiry landing on the group.
Every sailing in the catalog, searched inside the portal instead of in four supplier sites.
What a BDM sent you, what you negotiated, the group rate with three cabins left, and which of them dies on Friday.
The penalty tiers off the vendor confirmation, counted against today, so you can answer the question every client asks.
The reservations missing a confirmation number or a date that the reminders and the commission both depend on.
Cruise, hotel, tour, air, rail, insurance, a visa, a car park. Each priced the way its own vendor pays.
Forty cabins is one trip and forty conversations. Every one of them asks the same questions, and the answers have been living in a flyer somebody emailed once.
Not the supplier's group number. A short name on cruisegrouppage.com, fit to put in a text message or read out on the phone.
Cabin grades with a price and how many are left, the deposit, the balance, the passport deadline, and the questions people actually ask.
Your own photograph across the top, and the flyer, itinerary or brochure to download, served through the portal rather than attached to an email.
Onboard credit, the beverage package, the speciality dining. Priced in words, because what you write is "$100 per cabin" or "Included".
A button under the itinerary going to your own booking site or the cruise line's, so the question is answered on the page rather than by email.
Which cabin, who is travelling, names as the passport has them, dates of birth, what they cannot eat, and who to ring if something happens.
A group page is the one place a stranger types a passport number into this portal, so those are sealed in the database and masked on screen.
Passports outstanding first, then a card per party. It is the only group deadline nobody loses money over, and so the only one nothing else chases.
The supplier's manifest, the rooming list, the flight list and the dining list, as spreadsheets, from the same rows. Only the manifest carries a passport.
The option date, the proposal expiry, the deposit, the passports. Four deadlines where nothing visible happens when they pass. One email, only when there is something to do.
Visits by day, with nothing kept that identifies anybody. A group page nobody opens is a flyer that did not land, and that is worth knowing in week one.
A group repeated from last year's keeps what worked, and last year's page stops saying the trip is over and starts pointing at the new one.
Yours alone, open to everybody, or by asking. With the share the booking advisor keeps written down before anybody sells, rather than argued about after.
The trip cost and your own fee, separately, each with its own refund terms. One number hides the half somebody will be angry about later.
Commission was one number and a status. That is why underpayments were invisible and lapsed credits were nobody's job.
Cruise fare earns. Port taxes, government fees and non-commissionable fare do not. Gratuities and packages depend on the vendor.
Deposit, part payments and the final balance, on the vendor's real deadline with a reminder a week in front of it.
Who owes you, how much, and how long it has been owed. Three questions an owner asks and none of them used to have an answer.
Reconciled against what was expected, so a short payment, a held bonus or a netted-off chargeback shows up as a figure.
The advisor's standing agreement, or a different share frozen onto one reservation. Set by the agency, never by the advisor.
What the agency actually paid each advisor, and when. The last step of the money, on the record instead of in a memory.
Future cruise deposits, credits and goodwill certificates, with the date they stop being worth anything. The vendor will not ring.
Kept in full by the advisor who earned it, with casino deals split like anything else.
A client paying only taxes and fees is not a broken reservation. The commission is still there and still split.
A list of six hundred clients tells you nothing. The useful question is which twelve of them to ring this week.
One record per person: their birthday, their passport and its expiry, their trips, and where they came from.
The fact that two of those rows are married. Put one on a reservation and the rest of the house is offered as travellers.
Robert Smith and Bob Smith merged into one, with everything each of them was carrying kept.
Five lists off records you already keep: gone quiet, money lapsing, just home, birthdays, anniversaries. Emailed, so it needs no remembering.
Everybody who is not a client yet, each with a next step and a date that puts them on your calendar.
Where every live reservation stands, as a board you work across rather than a column you sort.
The portal already knew who came home and has not been rung. Now it asks them, and records who they sent you.
Ten channels, one origin per client, inherited by their reservations. No free text, so Facebook and FB stop being two channels.
Select the rows in whatever you use now and paste them in. Clients and reservations both, because no back office gives you a clean export.
Everything that needs somebody happens on a day. Until this, each kind was only visible on the screen that owned it.
Panels you pin and reorder, and a named failure instead of a blank space when one of them cannot be worked out.
Appointments, tasks, a lead's next step, departures, returns and vendor deadlines. Every reason Thursday is not free.
The day's work from every corner of the portal in one list, not five.
The four things that follow every cruise, written once and hung off a date on the reservation so they land when they matter.
The same list as the morning email, in the portal, for the people who do not read email at eight.
A push notification that deliberately carries nothing. It knocks, and the portal is asked what is waiting.
No route by which a client reaches any of it. That absence is why you can write "the deposit is wobbling" next to the booking it is about.
Clients, reservations, vendors and leads, grouped. A forward slash from anywhere puts the cursor in it.
A year's number, and whether today puts you ahead of where you should be or behind it.
Their half of this is a page they can look at, which is the difference between answering a question once and answering it every three weeks.
What is booked, what they have paid, what falls due next, and the documents you chose to share.
Eight reservations that are one holiday in Spain, answered as one page in the order it will happen.
The flight at 6:40, the transfer that meets it, which night is the captain's dinner, and the afternoon they should be told is free.
The Palancar Reef snorkelling described once, with the meeting time right, reused instead of retyped in slightly different words.
A link cannot tell two people apart. An account can, and taking it off one person leaves the rest of the household alone.
The confirmation, the insurance policy, the air tickets, the visa letter. Held once, so "can you send that again" is a link.
A link on any quote or reservation. They read what travel protection is for, tick, and sign. The wording they saw is kept as it was that day, so editing it later cannot change what somebody agreed to.
Everything the reservation knows, minus the commission rate, the splits, the passport numbers, the card digits and your own notes.
Built here, hosted here, and submitted into your own database as a client rather than as an email you have to retype.
A form that works only through the link you sent, and one that is yours alone: nobody else in the agency lists it, edits it or reads what came back, owners included.
A square somebody can point a phone at, for a form, a group page or a special, on anything you hand out.
A sequence that can wait days between steps, because where it got to is recorded rather than held in memory.
Harmless with one advisor, the whole thing with six. Who can see what is decided in one place rather than screen by screen.
Every read and every write is bounded by the agency the person is in. Nothing widens by accident, because widening is not the default.
Their own and nobody else's, including what the agency keeps. Guarded by tests, not by everyone remembering.
Add them, suspend them, set what each one keeps. The owner can do it, and only inside their own agency.
Your agency name, your mark, your colour and your tagline on every page a client of yours opens.
Rates, desk contacts, booking instructions, payment terms and the supplier's own website at the top of the record. Nobody rebuilds it from memory.
What was sold, by whom, by month and by vendor, out of the book itself rather than a copy of it.
A target for the whole business beside each advisor's own, counted when trips are sold or when people travel, with your own travel in or out.
A vendor training or an office meeting put on every advisor's calendar and dashboard, with who said they are coming. Nobody has to be told twice.
Every client, reservation, payment and traveller in one file, any time, and a copy put aside every week. A product that cannot be left should not be trusted.
The whole portal in the order somebody would learn it, not nine lessons that stop at a first booking.
One for the advisor, one for whoever runs the agency, both written for the things a screen cannot tell you.
Send your advisors one address. They sign up against your agency, and you approve them before they see anything.
Trip Vara records what was paid and chases what is due. It never sits between your client and their money, so there is nothing held, nothing to reconcile, and no merchant account to answer for. And your client's page never shows your commission or your mark-up.
Seven days with your own clients, in your own agency that nobody else can see. Nothing to install and no card. If you carry on afterwards, everything you entered stays exactly where it is.