Understanding Trip Statuses

Learn what each trip status means and when to update them

5 minutes
Beginner

Understanding Trip Statuses

Trip statuses track where each trip is in the planning and execution process. This guide explains each status.

Trip Statuses Overview

LeadsFollow uses ten statuses to track trips through their complete lifecycle:

NEW

Meaning: Initial contact, trip not yet being planned

When to use:

  • Lead just came in
  • No trip created yet
  • Initial qualification needed

What's happening:

  • First contact
  • Determining interest
  • Qualifying the lead

Next step: Move to QUALIFIED when lead is qualified, or PLANNING when trip is created

QUALIFIED

Meaning: Lead qualified, ready for planning

When to use:

  • Lead has been qualified
  • Ready to start planning
  • Before creating trip details

What's happening:

  • Confirmed interest
  • Ready to plan
  • Gathering initial requirements

Next step: Move to PLANNING when actively planning

PLANNING

Meaning: Trip is in initial planning phase

When to use:

  • Trip just created
  • Gathering requirements
  • Researching options
  • No quote sent yet

What's happening:

  • Initial discussions
  • Gathering travel preferences
  • Researching destinations
  • Preparing quotes

Next step: Move to QUOTED when you send a quote

QUOTED

Meaning: Quote or proposal has been sent

When to use:

  • Quote sent to client
  • Proposal delivered
  • Waiting for client response
  • Pricing under review

What's happening:

  • Client reviewing quote
  • May have questions
  • Deciding on options
  • Comparing with other quotes

Next step: Move to BOOKED when client confirms, or back to PLANNING if revisions needed

BOOKED

Meaning: Trip is confirmed and booked!

When to use:

  • Client confirmed booking
  • Deposit received
  • Reservations made
  • Trip is locked in

What's happening:

  • Making reservations
  • Confirming details
  • Processing payments
  • Finalizing itinerary

Next step: Move to IN_PROGRESS when trip begins

IN_PROGRESS

Meaning: Trip is currently happening

When to use:

  • Travel dates have arrived
  • Clients are traveling
  • Trip is underway
  • During active travel

What's happening:

  • Travelers are on their trip
  • May need support
  • Handling issues if they arise
  • Following up on experience

Next step: Move to COMPLETED when trip ends

FOLLOWING_UP

Meaning: Awaiting client response

When to use:

  • Quote sent and waiting for response
  • Client reviewing options
  • Negotiating details
  • Active follow-up conversations

What's happening:

  • Client considering quote
  • Answering questions
  • Negotiating terms
  • Closing the sale

Next step: Move to BOOKED when confirmed, or back to QUOTED if revisions needed

COMPLETED

Meaning: Trip has finished

When to use:

  • Travelers have returned
  • Trip is over
  • Post-trip follow-up
  • Collecting feedback

What's happening:

  • Post-trip communications
  • Gathering testimonials
  • Final payments (if any)
  • Planning future trips

Note: Don't delete completed trips - they're valuable for history and future bookings

CANCELLED

Meaning: Trip was cancelled

When to use:

  • Client cancelled
  • Trip didn't proceed
  • Booking fell through
  • No longer happening

What's happening:

  • Processing cancellations
  • Handling refunds (if applicable)
  • Closing out trip
  • Learning from cancellation

Note: Keep cancelled trips for records and analytics

DEAD

Meaning: Lead went cold or was lost

When to use:

  • Lead is no longer active
  • Unresponsive after multiple attempts
  • Not a good fit
  • Went elsewhere

What's happening:

  • Lead is inactive
  • No longer pursuing
  • May come back later

Note: Don't delete dead trips - they're valuable for analytics

Status Workflow Example

Here's a typical trip progression:

  1. NEW - Lead comes in interested in Japan
  2. QUALIFIED - Confirmed interest after initial call
  3. PLANNING - Created trip, gathering Japan trip details
  4. QUOTED - Sent quote for 10-day Japan itinerary
  5. FOLLOWING_UP - Client has questions, negotiating dates
  6. BOOKED - Deposit received, reservations confirmed
  7. IN_PROGRESS - Clients are in Japan traveling
  8. COMPLETED - Clients returned, trip finished

Trip Status vs Lead Status

In LeadsFollow, leads and trips use the same status system. The lead's displayed status comes from its working trip (the trip you're currently focusing on).

How It Works

  • Lead Status - Shows the status of the working trip, or the lead's own status if no working trip exists
  • Trip Status - Each trip has its own status that can be different from other trips

Example:

  • Lead has working trip with status: BOOKED (honeymoon is confirmed)
  • Lead displays as: BOOKED (showing working trip status)
  • Trip 2 status: PLANNING (future anniversary trip being planned)
  • When you switch working trip to Trip 2, lead status would show: PLANNING

This unified system makes it easy to track both the overall relationship and individual trip progress.

Updating Trip Status

Method 1: From Trip Detail Page

  1. Open the trip
  2. Click status badge
  3. Select new status
  4. Save

Method 2: From Trips Tab

  1. In lead detail, go to Trips tab
  2. Click status on trip card
  3. Select new status

Method 3: From Timeline

  1. Some status changes can trigger timeline entries
  2. Automatic updates in certain workflows

Best Practices

  1. Update regularly - Keep statuses current
  2. Be consistent - Use same workflow across trips
  3. Use for filtering - Filter trips by status
  4. Track progression - See which trips are moving forward
  5. Learn from patterns - Analyze status transitions

Status-Based Reports

Filter and analyze trips by status:

  • How many trips in PLANNING?
  • Which trips are ready to quote?
  • What trips need follow-up?
  • How many trips are currently IN_PROGRESS?

Related Guides

Next: Learn about managing multiple trips for a lead →

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