When managing a trip involving multiple families or groups, sharing a single Guest Portal may not be ideal, because either the Itineraries are slightly different for the different participants (ie, one family is arriving a day earlier than the others, or staying on for a trip extension), or due to privacy concerns; everyone with access to the same Guest Portal can see the Guest Forms tab, which may include sensitive or personal information.
You have two options, giving you the flexibility to balance operational efficiency with both privacy and personalization.
- Separate Files & Itineraries
- Duplicate the Itinerary and have each Itinerary in its own standalone File—one for each group, family, or participant, as needed. Each File will have its own independent Itinerary and associated Guest Portal. This ensures full separation to account for any differences in Itinerary, and also solves for privacy.
- Duplicate the Itinerary and have each Itinerary in its own standalone File—one for each group, family, or participant, as needed. Each File will have its own independent Itinerary and associated Guest Portal. This ensures full separation to account for any differences in Itinerary, and also solves for privacy.
- One File, Multiple Guest Portals
- If everyone is following the exact same Itinerary but you still want to have separate Guest Portals solely for privacy concerns, you can keep a single core Itinerary within one File and attach multiple Guest Portals to it—one for each group or family.
- If everyone is following the exact same Itinerary but you still want to have separate Guest Portals solely for privacy concerns, you can keep a single core Itinerary within one File and attach multiple Guest Portals to it—one for each group or family.
Duplicating Guest Portals
You can easily duplicate a Guest Portal to create as many as needed for each family or group, all linked to the same Itinerary. This saves time, avoids duplicating work for each group, and ensures that:
- Any updates to the core Itinerary (e.g., date or time changes) only need to be made once in the confirmed Itinerary.
- The duplicated Guest Portals retain key details, such as:
- Intro note
- Pre-travel information
- Content pages
- Travel Wallet and Flights tab
Step-by-Step Instructions
1. Set up the Itinerary and move it to Confirmed on your Dashboard.
2. Click Enter Portal to create the initial Guest Portal.
3. Navigate back to your Dashboard.
4. Click the three dots next to the Guest Portal
5. Select Duplicate.
6. Add Internal File Notes
- The word COPY will automatically appear in the internal notes when duplicating; you can edit this as needed.
- Name each Guest Portal clearly to differentiate between groups. Examples:
- Guest Portal for Richard & Rachel
- Guest Portal for Sarah & James
Tips & Tricks 💥
- Once duplicated, you’ll see all the Guest Portals created for the same Itinerary in your Dashboard.
- Always review and confirm flight details and attachments.
- Guest forms are cleared automatically when you duplicate Guest Portals.
- If you're using the Classic Builder, you can customize flight information for each group directly in the Flights tab of their respective Guest Portals.
- If you're using the Calendar Builder and want to display different flight information for each group, you'll either need to:
- Include all flight details for all travelers in the single shared Itinerary and use the Event Titles to indicate which flight is for whom, or
- Create separate files with duplicated Itineraries for each group to allow custom flight entries.
Keywords: Guest portals, multiple families, multiple travelers, duplicate guest portals.