The Dashboard is your central hub for managing every aspect of your sales pipeline. It provides a clear, streamlined view of your work, helping you stay organized, save time, and quickly access the tools and information you need—all in one convenient place.

From the Dashboard, you can track and move Files through each stage of your sales flow. It’s also where you create, edit, and organize the Lookbooks, Itineraries, and Guest Portals that you share with clients, making it the heart of your day-to-day workflow. You can also create Leads to track any new inquiries that come in, and qualify them, before starting to plan a trip.

Files

• Each proposal is stored in its own unique File, which is specific to the proposal rather than a particular client.
• • To keep your files well-organized, we recommend using the following naming convention:
  • • "West x 5, Italy, July 2026"
    • "West x 7, France, August 2027" (for the same clients booking another trip)
• A File can include:
• • Multiple proposals, such as Lookbooks, Itineraries, and Guest Portals.
  • Different versions of Itineraries or Lookbooks to keep historical records of what was shared.
  • Any custom forms that were assigned to a File.
• Click on a File name to expand it and view:
• • All related proposals and custom form submissions.
  • To see more information, select Open File Details. This will display a detailed record view and tabs to view the following:
  • • Overview
    • Bookings
    • Information
    • Travelers
    • Financials
    • Tasks
    • Messages
    • Attachments
    • Notes

Sales Pipeline and File Management

• Move Files through your pipeline
• • Files can be moved through the key pipelines, including Leads, Planning, Confirmed, Traveling, Completed, and Archived/ Lost.
  • Once confirmed, a File will automatically progress to Traveling or Completed based on trip dates.
• Archive Files
• • Use the three dots on the right side of a File to move it between Leads, Planning, Confirmed, and Archived.
  • Archive Files that are not confirmed for various reasons, such as:
  • • Lost contact
    • Budget too low
    • Delayed travel plans
    • Chose another company
    • Cancelled trip
    • Other reason
  • Archiving these Files helps keep your Dashboard organized while preserving the information for future reference if needed.
• Recently Deleted
• • Restore deleted Files for up to 30 days.
  • If there are any tasks, form submissions, invoices, expenses, or chats associated with the deleted File, they will also be deleted. However, these items can also be restored if the File is recovered within 30 days.

Dashboard Views

There are two Dashboard views in Safari Portal. Switch between views using the toggle next to the Dashboard header — choose between the List view or the Calendar view.

• • List View
  • • The List view shows all pipelines, custom Dashboard stages, and the Files within each pipeline.

• • Calendar View
  • • View the Calendar by Day, Week, or Month. Events are displayed based on due dates, not travel dates.
    • Each day displays the File name. You can click the File name to expand it and view any relevant tasks, invoices, and expenses due that day, as well as any activities planned for that day, along with a count badge showing how many items are scheduled for that date.
    • Status labels (e.g., Upcoming, Traveling) appear beneath the File name to indicate the current status of each File.
    • Click on a task, activity, expense, or invoice to view it and make edits if needed.
    • • Manage tasks — mark them complete, add notes, reassign them, or change due dates.
      • Access financial modals to handle payment management on the spot.
    • Click Open File Details on any entry to view the full details of that File.
    • Expand All expands all the Files for a full view of everything happening. Collapse All to minimize the view.
    • Display lets you filter by tasks, invoices, expenses, and activities.
    • Team visibility is governed by existing File permissions — no changes to access controls needed.

Create New

• Lookbooks and Itineraries
• • Click + Create New and select either an Itinerary or Lookbook to create a new proposal.

• Lead
• • When creating a new Lead, you can customize details like Lead Sources, Trip Types, and Tags to better capture the information that matters most to you.
  • • You can create a Lead file without creating a proposal.
• Guest Portals
• • Once a File is Confirmed, click the Enter Portal button to create or edit the Guest Portal for that trip.

Reports 📊

• You can also pull really valuable reports from your Dashboard:
• • Check out this help article about what you can do with your Dashboard data,
  • Or, this help article about pulling Bednight reports.

Tips & Tricks 💥

• Files are automatically assigned a File ID that is searchable from the Dashboard. The File ID is located on the Information tab of the expanded File view.

• Within each pipeline you can create Custom Stages to better organize and track your sales flow.
• If you have sample Itineraries or Lookbooks, there's no need to keep them in the Planning stage. Instead, create a custom stage—like "Samples"—in your Archived pipeline and move the File there. This keeps your sales pipeline clean and focused, while still allowing you to easily access those Files when needed.

Keywords: Dashboard, pipeline, pipelines, stages, custom stages, files, file, file management