Read on to learn all about the Task Manager, or view our video tutorial on the Safari Portal Academy.

About Task Manager

For every trip we plan, we tend to complete the same series of tasks, in the same order, with due dates that are determined by certain key events. This is the concept behind the Task Manager.

For example, once a trip is confirmed, it triggers a series of essential tasks, such as finalizing itinerary details or sending a deposit invoice.

Tasks are generally tied to a trip's start or end date; you might need to send a final invoice 110 days before the trip begins, a "Bon Voyage" email the day before departure, or a check-in email three days after the trip concludes.

Safari Portal is in a unique position to be able to manage these tasks for you precisely because those key dates already live in the system.

Safari Portal knows the date the trip is confirmed because you moved the trip to "Confirmed" on your Dashboard anyway.

It already knows the start and end dates of the trip because you already created the itinerary in the system.

Because of this, Safari Portal can automatically generate task lists for you based on these important dates or events. This is your Task Manager.

Highlights: Task Sets

The Task Manager keeps all your important tasks in one place so nothing will ever fall through the cracks.

The way it works is centered around Task Sets: that group of action items you complete for every trip you plan, with due dates relative to certain dates or events.

The system provides a standard, default Task Set. You can customize this set to suit your workflow.

For example, you can change task names, descriptions, due dates, types, and who on your team is responsible.

Highlights: Email Tasks

If you select "Email" as the task type, a field appears where you can enter the email's subject line and body text. You can save and reuse as many email templates as you like.

If an email template is associated with a task, you can click the Send button next to the task to send the message.

Safari Portal will open your preferred email outbox with the email draft set and ready to go.

This approach saves you time while keeping you in full control, as you can still edit the email before sending it to the client.

We ensure that this email comes from your outbox because, at the end of the day, the value of a travel advisor or tour operator lies in the personal touch. While we believe automation can enhance the services provided by travel professionals, our goal is never to replace that personal connection—it’s always to strengthen and support it.

Quick Start

• Configure your main Task Set
• Add a Task Set to all new files
• Add one-off tasks to any existing files, as needed
• Monitor your Task Manager for any tasks that are due today, overdue, or upcoming
• Optionally, add your tasks to your calendar