Travel Preferences and Passport Details

When This Tab Appears

The Travel Preferences tab appears in the trip's left-hand navigation only when the trip has an agency (any party with the agency or planner role). It's typically not present on self-booked consumer trips.

On agency trips, the tab shows a card for every guest on the trip with their preferences visible (and editable for the agency or for the guest themselves).

What's Stored

Travel Preferences

Three open-text fields:

Use plain language — these are shared with the agency, not parsed by an algorithm.

Document Details

Three fields for travel documentation:

Document details are visible only to agency members and the individual client they belong to. Other trip guests cannot see passport details for other travelers.

Who Can See and Edit What

Editing Preferences

1. Open the trip and go to Travel Preferences.
2. Find the card for the client you want to update.
3. Type in any field. The Save button activates when a field changes.
4. Click Save to commit.

Plan Harmony auto-populates fields from the client's existing profile. Editing on a trip also updates the client record, so future trips pre-fill with the new value.

Tips for Agencies

• Collect preferences upfront. An intake form asking about dietary restrictions, seat preferences, hotel preferences, and KTN saves a lot of back-and-forth later. See the Client Intake Forms article for form-building details.
• Keep document details current. Check passport expirations against trip dates — many destinations require 6 months of validity beyond the return date. Updating the expiration in Plan Harmony when you book the next trip catches this early.
• Respect privacy. Store only what you'll actually use. If your booking workflow doesn't need the passport number for a particular trip, leave it blank.
• Use notes in the description. If a client has complicated preferences that don't fit cleanly into the three fields, add a note in their client record on the agency portal.

Tips for Clients

• Fill out your preferences once. Once entered, Plan Harmony reuses them across trips with the same agency, so you don't have to tell them again that you're gluten-free.
• Keep your KTN handy. The agency can add it to the airline record during booking, which saves you time at security.
• Update after changes. If your passport renews or you develop a new dietary restriction, update the fields on your next trip.