Adding Clients to a Trip

How to Add Clients to a Trip

To add a client to a trip in Plan Harmony, go to the trip's Settings page, scroll to the Trip Guests section, click Add Client, and choose either the From Clients tab to select from your agency roster or the By Email tab to invite by email address. Clients can then view the itinerary, receive updates, and collaborate on planning depending on their assigned role.

Plan Harmony gives agency planners three ways to add clients:

How to Add an Existing Client from Your Agency Roster

If you've already built up your client list in Plan Harmony, adding a client to a trip takes just a few clicks.

1. Open the trip and go to Settings.
2. Scroll down to the Trip Guests section.
3. Click Add Client.
4. In the dialog, select the From Clients tab.
5. Use the search field to find the client by name or email.
6. Click the client's card to add them to the trip.

Clients already assigned to the trip appear with an "Assigned" label and cannot be added again.

How to Invite a New Client by Email

Use this option when the person you want to add isn't in your client list yet, or when you prefer to invite by email.

1. Open the trip and go to Settings.
2. Scroll to the Trip Guests section and click Add Client.
3. Select the By Email tab.
4. Enter the client's email address.
5. Click Send Invite.

What happens next

• If the email matches an existing Plan Harmony user, they are added to the trip immediately and receive a notification.
• If the email doesn't match an existing user, an invitation email is sent with a link to create an account and join the trip.

In both cases, Plan Harmony automatically creates a client record in your agency roster if one doesn't already exist. This means you won't need to manually add them to your client list — they'll be there for future trips.

How to Add a Guest Without an Email Address

Sometimes you need to account for a traveler who doesn't have an email address — a child, a plus-one, or a group member whose details you'll collect later.

1. From the trip page, open the Invite a Guest dialog.
2. Enter the guest's name only and leave the email field empty.
3. Click Add Guest.

Placeholder guests appear in the Trip Guests list but do not receive any notifications or emails. You can edit a placeholder guest later to add their email address, which converts them to an invited guest and sends them an invitation to join the trip.

Managing Client Roles and Permissions

After adding clients, you can manage them from the Trip Guests section on the trip's Settings page. Each guest shows their name, email, and role.

Roles

Clients added to a trip are assigned the editor role by default, which lets them:

• View the full itinerary and all trip details
• Receive trip update notifications
• Collaborate on the trip

Agency planners and trip owners retain full control over the trip, including the ability to add or remove members.

How Your Client List Grows Automatically

Your agency's client list grows automatically as you invite people to trips. Every email invitation creates a client record if one doesn't already exist.

You can also build your client list proactively:

• Add clients individually from the Clients page in your agency dashboard.
• Import in bulk by uploading a CSV file with client names and email addresses.

A well-maintained client list makes it faster to add returning clients to new trips — just search and click from the From Clients tab.

Tips

• Search is flexible. The client search supports multi-word queries, so you can search by first name, last name, or email.
• Duplicate prevention is built in. You can't accidentally add the same client to a trip twice. The dialog shows who is already assigned.
• Clients track across trips. Each client record shows how many trips they're assigned to, giving you a quick view of your most active travelers.
• Collect travel preferences. Client records can store dietary preferences, seat preferences, hotel preferences, and passport details. Fill these in once and reference them across all trips for that client.