From the Files Dashboard, you can:

• Create and manage Leads
• Move Files through your sales pipeline
• Build and organize Lookbooks, Itineraries, Travel Dashboards, and Guest Portals
• Forecast future revenue and profit
• Monitor operational activity, including upcoming departures and guests currently traveling
• Access reports and performance insights
  

Understanding Files

Every proposal is stored within its own unique File.

A File represents a specific trip or proposal, not a particular client. This means the same client can have multiple Files if they're planning multiple trips.

Recommended naming convention

To keep your Files organized, we recommend using the following format:

• West x 5, Italy, July 2026
• West x 7, France, August 2027

This makes it easy to distinguish multiple trips for the same clients.

A File can contain:

• Multiple proposals, including Lookbooks, Itineraries, Travel Dashboards, and Guest Portals
• Multiple versions of proposals to preserve historical records
• Travelers
• Financials
• Tasks
• Messages
• Documents and attachments
• Custom Forms assigned to the File

Viewing File Details

Click a File to expand it and view:

• Associated proposals
• Form submissions

For a complete record, select Open File Details.

From here you'll have access to:

• Overview
• Bookings
• Information
• Travelers
• Financials
• Tasks
• Messages
• Attachments
• Notes

Managing Your Sales Pipeline

Safari Portal makes it easy to monitor every opportunity from initial inquiry through completed travel.

Moving Files through your pipeline

Move Files through the following pipeline stages:

• Leads
• Planning
• Confirmed
• Traveling
• Completed
• Archived/Lost
  

Once a File is confirmed, Safari Portal automatically moves it into the Traveling and Completed stages based on the trip dates.

Archiving Files

Use the three dot menu beside any File to move it between Leads, Planning, Confirmed, and Archived.

Common reasons for archiving include:

• Lost contact
• Budget constraints
• Delayed travel plans
• Chose another company
• Trip cancelled
• Other

Archiving keeps your Files Dashboard organized while preserving the File for future reference.

Recently Deleted

Deleted Files can be restored for up to 30 days.

When a File is deleted, any associated:

• Tasks
• Forms
• Invoices
• Expenses
• Chats

are also deleted. These items are restored automatically if the File is recovered within the 30-day window.

FilesDashboard Views

Safari Portal offers two ways to view your Files.

Switch between views using the toggle beside the Files Dashboard title.

List View

The List View displays your entire sales pipeline, including custom stages and every File within them.

Calendar View

The Calendar View helps you manage operational activity across your business.

Note: Calendar events are displayed based on due dates, not travel dates.

View your Calendar by:

• Day
• Week
• Month
  
  

From the Calendar you can:

• View upcoming tasks, invoices, expenses, and itinerary events
• Expand Files to see everything due on a particular day
• View each File's current status (Upcoming, Traveling, etc.)
• Hover over tasks, invoices, and expenses for quick details
• Edit tasks, activities, invoices, and expenses
• Mark tasks complete
• Reassign work
• Update due dates
• Open the full File Details
• Expand or collapse all Files
• Filter displayed activities using the Display menu
  

Team visibility follows your existing File permissions.

Creating New Items

Select + Create New to quickly create new content.

Itineraries and Lookbooks

Create a new proposal by selecting either:

• Itinerary
• Lookbook
  

Each proposal is automatically created within a File.

Leads

Create a Lead to capture and qualify new enquiries before you begin planning.

When creating a Lead you can customize:

• Lead Source
• Trip Type
• Tags
  

You can create a Lead without creating a proposal.

Reports 📊

Your Files Dashboard is also the starting point for powerful reporting.

Generate reports to better understand your business performance, including:

• Files Dashboard reports
• Bednight reports
  

See the related Help Center articles for detailed reporting instructions.

Forecasting Revenue & Profit 🔍

Estimate the value of your future pipeline directly from the Files Dashboard.

Simply enter:

• Estimated Trip Value
• Estimated Trip Profit
  

within the Information tab of a File.

You can then:

• Display total estimated revenue or profit for each pipeline stage
• Hover over stage totals to compare both metrics
• Forecast future business at a glance
  

For step-by-step instructions, see Forecasting Estimated Revenue and Profit.

Tips & Tricks 💥

• Every File is automatically assigned a unique File ID, which can be searched directly from the Files Dashboard.
• Create Custom Stages within your pipeline to better reflect your sales process.
• Remember that a File represents the trip, not the traveler. Returning clients should receive a new File for each new inquiry.
  

Best Practice: Save Sample Proposals as Templates

If you have sample Itineraries or Lookbooks that you reuse regularly, we recommend saving them as Templates rather than keeping them in your Planning pipeline.

When you're ready to prepare a proposal for a new inquiry, simply create a new Itinerary or Lookbook from the appropriate Template within the client's File.

This approach offers several benefits:

• Keeps your sales pipeline clean by removing sample proposals from active planning stages.
• Maintains a complete history of exactly what was shared with each client or inquiry.
• Tracks client engagement, allowing you to see when proposals are viewed and shared.
• Improves reporting and marketing, as each File contributes to the traveler's history—such as the destinations they've inquired about—which can later be used for segmentation, marketing campaigns, and business insights.
  

Using Templates as your starting point ensures every client receives their own proposal while preserving valuable historical data and analytics.

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