Using the Expanded Files View to Unlock Powerful Insights
The expanded view of Files allows you to track valuable insights across every File you create. This includes visibility into lead sources, trip types, travel regions, time to convert, conversion rates by different properties, and much more.
Here’s how to get the most out of it:
Step 1: Make Sure Your Dashboard Is Set Up Correctly
Before exporting data, it’s important that your Dashboard is in good health.
- Each File should represent a single inquiry, not multiple inquiries tied to one client.
- Be sure to enter as much information as possible for every File you create.
- Expand the File
- Click Open File Details
- Navigate to the Information tab on the right
- Complete all relevant fields (sales consultant, source, trip type, travel region, tags, etc.)
Step 2: Keep Files Moving Through the Pipeline
Accurate insights depend on accurate workflows.
- Move Files to Confirmed as soon as they are confirmed.
- Archive Files once you are no longer actively working on them.
- Make sure Files are consistently moved across the appropriate pipelines on your Dashboard.
🤗 Once your Dashboard is in good shape, you’re ready for the fun part.
Step 3: Export Your Data
- From the More Options dropdown, click Export Data.
- Check your inbox for an email with the subject line Export is ready.
- Download the spreadsheet from the email.
Step 4: Analyze Your Data Using AI
Once your data is exported, you can use AI to analyze it and generate meaningful reports across key areas of your business, including:
Traveler & Departure Trends
Understand when the most trips are traveling, helping you identify seasonality and peak travel periods.
Lead Volume & Operational Load
See when you are operationally the busiest with new inquiries and leads, so you can better anticipate staffing and workload needs.
Conversion Efficiency & Performance
Understand how effectively and efficiently you convert inquiries into confirmed trips, and which types of inquiries have the highest success rates.
Lead Time & Planning Insights
Analyze how far in advance clients typically book, supporting better forecasting and forward planning.
Step 5: Copy & Paste Prompts
Import the spreadsheet into your preferred AI model (e.g., ChatGPT, Claude, Perplexity).
🤓 Below are some ready-to-use prompts you can copy and paste to ask AI to generate insights for you.
Start by pasting this general instruction, then add any of the prompts below:
Here is some data from my travel company. Use the data from the spreadsheet to generate the following reports. Include the report titles and a dividing line between each report.
Departures by Month
💡Give me an exact breakdown of trip departures by months of the year in general, ie, January, February, March, not necessarily January 2025, February 2025, March 2025, etc. Show this as a table as well as a bar graph, just below the table.
New Files by Month
💡Give me an exact breakdown of new files created by months of the year in general, ie, January, February, March, not necessarily January 2025, February 2025, March 2025, etc. Show this as a table as well as a bar graph, just below the table.
Average Time to Convert
💡 On average, how long does it take for a file to move from file creation date to file confirmation date?
Conversion Rates by Various Properties
💡 What are the various conversion rates (number of files created divided by number of files confirmed) broken out by the following columns on the spreadsheet:
- by trip type
- by travel region
- by source
- by channel
- by assigned to
- by partner agent
% of Confirmed Trips by Source
💡 What percentages of our confirmed trips (files with a date in the "date confirmed" column) are the different values from the source column? Show this as a table as well as a pie chart, just below the table.
% of Confirmed Trips by Travel Region
💡 What percentages of our confirmed trips (files with a date in the "date confirmed" column) are different travel regions from the travel region column? Show this as a table as well as a pie chart, just below the table.
% of Confirmed Trips by Consultant
💡 What percentages of our confirmed trips are assigned to the different values in the "assigned to" column? Show this as a table as well as a pie chart, just below the table.
% of Confirmed Trips by Partner Agent
💡 What percentages of our confirmed trips are assigned to the different values from "partner agents" column? Show this as a table.
Total New Files by Partner Agent
💡 Give me an exact breakdown of all files broken out by the different values from the "partner agents" column. Show this as a table.
Lead Time From Inquiry to Travel
💡 What is the average time from file creation to travel date?
💡 What was the longest time from file creation to travel date?
💡 What was the shortest time from file creation to travel date?
Using these prompts, you can quickly turn your Files data into actionable insights to improve operations, conversion rates, and forward planning.
Keywords: Dashboard, dashboard data, reports, dashboard reports