How to Automate TravelJoy
TravelJoy reminds clients about proposals, forms and payments, follows up when they go quiet and, on Pro and Premium, suggests past clients ready to travel. An AI agent such as WebRun covers the agency's side: routing each inquiry to the advisor who sells that trip, chasing missing passport details and drafting notes for quiet quotes and trip anniversaries.
Written by
Tom Kessler
Field operations analyst
Reviewed by
Samuel Adeyemi
Integrations writer
Independent travel advisors run their whole book of business from TravelJoy
TravelJoy is software for travel advisors who run their own book of business, alone or with a few colleagues, whether they book under their own agency or a host's. Its CRM sits alongside an itinerary and proposal builder, client forms, invoices and payments, and group booking pages, and clients read their itinerary in a mobile app.
New clients write in through the advisor's inquiry form or TravelJoy's own inquiry page, and each becomes a client and a trip. Smart proposals go out for approval, sometimes with options to choose between, and forms collect traveler details, with passport parsing reading a scanned passport into the form. Card authorizations, invoices and payments belong to the same trip. A trip tagged cruise or Disney pulls in its own task list, and a team can assign those tasks to a colleague, who is notified at once.
Sunday's inquiries land with whoever checks the inbox first
Three inquiries come in on a Sunday: a honeymoon in Greece, a family cruise to Alaska and a golf trip for eight. In an agency of three advisors, each belongs with the one who sells that kind of trip, and on Monday morning they sit with whoever opened the inbox first.
A proposal went to a couple on Tuesday and nothing has come back. A family sailing in six weeks still has no passport scan for the youngest child, and the lead traveler's date of birth is blank on the form.
A year ago this week, a couple came home from their Santorini honeymoon. Their advisor means to write to them about the next trip and keeps losing track of the date.
TravelJoy nudges clients about proposals, forms and payments
TravelJoy can remind a client about a proposal or a form after however many days the advisor sets, and payment reminders go either to the advisor's inbox or straight to the client, several per invoice if needed. A message follow-up nudges a client who has not replied and cancels itself if anyone on the trip replies, approves a proposal or pays. TravelJoy's own system, not the advisor's mailbox, sends the birthday, anniversary and passport expiration emails configured in the Client reminders tab.
On Pro, at $39 a month, the AI tools take over the typing. Magic Importer and passport parsing pull details out of documents, Itinerary Copilot turns trip notes into a draft itinerary and sets up options for approval, and Client opportunities lists past clients likely to travel again. Premium, at $79 a month on yearly billing, adds texting with clients, Zapier, email newsletters and a weekly refresh of that list.
TravelJoy's reminders fire on a timer or a rule and send the same nudge to everyone they apply to. Which advisor takes the Sunday honeymoon is the team's call before any task can be assigned. A blank date of birth waits on the form for whoever opens the trip, and the Opportunities list names past clients while the note about Santorini is still the advisor's to write.
The Alaska cruise inquiry goes to the advisor who sells Alaska
The advisor who sells that kind of trip is tagged in Slack within minutes of an inquiry arriving, with the destination, dates and budget, and anything that fits nobody's rules goes to the team channel to be claimed. A Google Sheet logs each lead with its source, the time it arrived and who took it.
Each morning the advisor reviews follow-up drafts in Gmail for quotes sent at least three days ago with no reply, a personal check-in on top of TravelJoy's own proposal reminders that offers to adjust the trip, and the team's Slack list ranks those quotes by value and age.
A Telegram list, soonest departure first, names the travelers on upcoming trips still missing documents, with a request drafted to each client. The same chat carries the week's one-year trip anniversaries, each with a personal note drafted that names where the client went and suggests what could come next.
Four TravelJoy jobs run from the advisor's own login
A follow-up, a request for a passport scan and a note about Santorini all reach the client from the advisor's Gmail, after the advisor has read each one. WebRun is an AI agent that works a real Chrome browser, signed in as you. Routing is the one job that posts without waiting, because it only tells the team, in Slack and the sheet, who should answer.
An agency can switch on routing alone and add the follow-ups, the document requests and the anniversary notes later.
Questions people ask
Who decides which advisor an inquiry goes to?
Rules the agency writes, such as who sells river cruises, weddings or golf trips and what budget each takes. An inquiry that fits nobody's rules goes to the team channel in Slack to be claimed, and the sheet records who took it.
How far ahead does the document check look?
Sixty days. Any traveler on a trip departing within that window whose profile or forms lack a passport scan, a date of birth or a visa detail is listed, and each client's draft names exactly what is still needed and how to send it back.
Is the trip anniversary the same as the anniversary in TravelJoy's client reminders?
No, they are different dates. TravelJoy's anniversary email follows the anniversary saved on the client's profile, while this note marks one year since a completed trip, names the destination and is sent from the advisor's Gmail.
Sources
- Set up automated proposal reminders TravelJoy's help article on proposal reminders sent a set number of days after sending, configured under Settings, Automation.
- Send automated Message Follow-Ups Explains message follow-ups that remind a client who has not replied and are cancelled if anyone on the trip replies, approves a proposal or pays an invoice first.
- Get more repeat bookings with Client opportunities Describes Client opportunities, which highlights past clients who may be ready for their next trip and suggests trip themes.
- TravelJoy: CRM, Itinerary Builder, Travel Agency Software TravelJoy's plans: Starter with 12 trips a year and no AI or automations, and Pro with unlimited trips, AI and automations, group bookings and team members.
- Upgrade to TravelJoy Premium Premium at $79 a month billed annually or $99 monthly: SMS with clients, Zapier, email marketing and newsletters, more Copilot use and a weekly Opportunities refresh, on top of Pro's AI and automation features.
- Product updates: Smarter forms, easier approvals, and more TravelJoy's post of January 23, 2026: conditional forms, task lists imported by trip tag, Itinerary Copilot options for client approval, and automated SMS payment reminders.
- Product updates: Faster invoicing, email campaigns, and more TravelJoy's post of February 9, 2026: Magic Importer for supplier invoices, email campaigns, the inquiry page and task assignment with instant notifications.
4 ready-made TravelJoy workflows
Each one names the apps it touches and the exact steps it takes. Open one to read what it will do, then turn it on.
Want one of these running on your own TravelJoy?
Show WebRun the process once and it will run it on schedule, in your own private browser environment.