This tutorial covers the full itinerary lifecycle in one place: build the schedule, generate the PDF, and push it to every traveller's WhatsApp in a single blast. You only need Manager access to the trip.
Every itinerary starts from a trip shell. If you have not created one yet, see Create a trip first — then come back here.
Pick one of the three building methods below. They all produce the same editable itinerary table — the difference is only how fast you get there.
Option A — Build it manually (row by row)
Use this when the trip is bespoke and there is no template or past trip that resembles it.
Open the trip
From the dashboard, open the trip. The itinerary card sits on the trip overview.
Click Add
In the itinerary card header, click Add. An inline New itinerary row form appears.
Fill in the row
Choose a Day (any date inside the trip's date range), a Time and Timezone (leave blank to use the trip timezone), a Category (Activity, Meal, Travel, Accommodation, or Others), and the category-specific fields. You can override the auto-generated title.
Click Add row
The row is saved and the form closes. Repeat for every item on every day.
Adding a Travel row with a flight duration? TourRelay automatically creates the matching arrival or departure row at the computed landing time, so you do not have to enter both halves of a flight by hand.
Option B — Start from a template
Use this when you run repeating trips (a weekly Umrah cohort, a recurring senior tour) and want the same skeleton every time. You can build your own at Settings → Templates, or seed the standard skeleton straight from the picker (see below).
Open an empty trip
Templates only show on a trip that has no itinerary rows yet.
Click From template
In the itinerary card header, click From template. The Pick a template picker lists every template your agency owns, with the default one badged.
Pick a template and click Apply
Each row shows the slot count. Pick the one that matches the trip shape and click Apply.
TourRelay maps the template's day offsets onto this trip's actual dates.
Slots that fall outside the trip's date range are skipped, and any
repeat-for-middle-days pattern expands once for each middle day. You get a
toast telling you how many rows were added and how many were skipped.
No templates listed? Click Create default template inside the picker to seed the standard arrival / hotel / departure skeleton, then apply it. To customise templates for next time, go to Settings → Templates.
Option C — Copy from a previous trip
Use this when a past trip is close enough that you want to clone its schedule and tweak it, rather than start from scratch.
Open an empty trip
As with templates, the copy picker only appears on a trip with no itinerary rows yet.
Click Copy from trip
In the itinerary card header, click Copy from trip. The Copy from a previous trip picker lists every other trip in your agency that has at least one itinerary item, with item counts and status.
Pick a source and click Copy
Choose the trip whose schedule you want to reuse and click Copy.
Only the planned schedule is copied — day, time, title, category details, and timezone. Agent actuals and photos are never copied, so you start with a clean schedule. Rows whose day falls outside the destination trip's range are skipped; the toast tells you the exact counts.
Preview the PDF
Before you share anything, preview what travellers will receive.
- In the itinerary card header, click View PDF.
- TourRelay generates the PDF and opens it in a new tab.
The PDF is colour-coded by category and formatted in the dotted
Category-Detail-Title style. You can preview even on locked or
completed trips — the PDF is read-only and always available.
Blast the itinerary PDF to travellers
Once the itinerary looks right, send the full PDF to every traveller's WhatsApp in one shot.
You need WhatsApp set up for your agency first. If the Blast itinerary (PDF) button is missing, ask your account owner to finish WhatsApp setup under Settings → WhatsApp in the app.
Click Blast itinerary (PDF)
In the itinerary card header, click the Blast itinerary (PDF) button. The Send via WhatsApp dialog opens.
Choose recipients
Toggle between Message All (every traveller and agent with a valid mobile) and Message Selected (pick specific people with the checkboxes). You will see a live send counter and any trial cap messaging.
Confirm the template
TourRelay auto-selects the approved
tourrelay_itinerary_pdftemplate and language. You usually do not need to change this.Click Send blast
The PDF is generated, uploaded to WhatsApp once, and sent to each recipient as a document with the trip name in the body. A result screen tells you how many were delivered and lists any that failed.
Locked trips cannot be blasted. Once a trip ends and the hourly cron locks it (24 hours after the last itinerary item), the PDF blast button is disabled. Blast while the trip is still draft or active.
Quick reference
| Action | Button | Who |
|---|---|---|
| Build manually | Add → Add row | Manager, Back-Office, Agent |
| From template | From template → Apply | Manager, Back-Office, Agent |
| Copy a past trip | Copy from trip → Copy | Manager, Back-Office, Agent |
| Preview the PDF | View PDF | Manager, Back-Office, Agent |
| Blast the PDF | Blast itinerary (PDF) → Send blast | Manager, Back-Office, Agent (WhatsApp must be enabled) |
What's next
- Add traveller contacts — collect the mobile numbers you will blast updates to during the trip.
- Run the tour day-to-day — check-in, live updates, and sharing photos.
- Build an itinerary — the field-by-field reference.