Itinerary templates control how your generated document looks — the layout, wording, fonts and time format. The entries you add to a booking supply the content; the template decides how that content is presented.
Where your templates live
Go to Settings > Documents & Templates > Itineraries. Every itinerary and Day Sheet template available to your agency is listed here.
To use one on a booking, open the booking, go to the Itinerary tab, and pick the template from the dropdown there.
An itinerary covers a single booking. A Day Sheet — sometimes called a multi-itinerary or tour book — pulls several bookings into one document for a run of dates.
Starting from a ready-made version
We keep several ready-to-use itinerary and Day Sheet templates that can be copied into your account so you have something to work from rather than starting with a blank page. This one needs our team — start a chat from the messenger and we'll get it turned on for you. Once they're copied in, refresh the page and they'll appear in the dropdown on the Itinerary tab and in your Settings list.
Building one from scratch
A working itinerary template isn't a plain document. It needs:
Merge variables for each field you want filled in automatically.
Nested tables, because the repeating day-by-day structure is built from tables inside tables.
The hidden white-text
${copyTable}marker, which is what makes a table repeat once per date or per entry. It's set in white text so it doesn't print, so you won't see it unless you select the text or change its colour.
If you'd rather not build that structure yourself, this one needs our team — start a chat from the messenger and we'll get it turned on for you. Tell us what you want the finished document to look like and we'll take it from there.
Good to know
If the entries on the booking look right but the document reads badly, the template is what needs changing, not the booking.
Entries themselves carry no bold text, colour coding or tags. All formatting comes from the template.
Variables work inside nested tables, but side-by-side column layouts generally can't be produced.
The itinerary isn't a financial document — it can't report estimated versus actual expenses.
Adding drive times and custom itinerary items
The itinerary form uses a fixed set of entry types rather than a free-text field, so there's no box to type "3h drive to next city" into. What you can do is customise the dropdowns so the item you need exists as a proper entry — including ones that take an end time, which is how drive times get their duration.
Customise the dropdown
Any dropdown on the itinerary form showing a gear icon can be edited by you.
Open the booking and go to the Itinerary tab.
Start adding an entry and look for a dropdown with a gear icon next to it.
Click the gear to open the list of items.
Add a new item, or rename an existing one to the wording you use.
When you add an item, you can set it to take an end time as well as a start time. Do that for anything with a duration — drives, load-outs, travel blocks, press windows.
Save, then pick your new item from the dropdown as you would any other.
Once added, the item is available on every booking, so you only build your list once.
Use an Activity item for anything else
For details that don't fit a dropdown at all, add an Activity entry and use its comment field to carry the detail. This is also the route to use when you want someone else — a promoter, for example — to fill something in, since they can write into the comment field on that item.
Good to know
Entries always sort chronologically by their start time. Giving a drive an end time is what makes its length visible; you can't manually drag entries into a different order.
There's no free-text multi-line field on the itinerary, and no custom fields beyond the dropdown items you create.
Entries carry no bold, colour coding or tags. Anything visual — a drive block shaded differently, say — is done in the itinerary template rather than on the entry.
Renaming a dropdown item changes it for everyone on the account, so agree the wording before you rename something colleagues already use.
Uploading travel documents to an itinerary
You can attach the PDF so your artist and crew can open it, but it can't be read into itinerary entries automatically. If you need the details to appear as entries on the schedule, they have to be keyed in.
Attaching the PDF
Pick whichever of these fits how you're sharing the booking.
Drag and drop onto the itinerary. Open the booking, go to the Itinerary tab, and drag the file into Add Attachments. Quickest option, and it keeps the file alongside the schedule.
Attach it to the contract. Go to the Contract tab → Attachments and upload it there, marked visible to the artist team. This needs the artist team to have app access so they can open the booking.
Send it with the contract. When you send the contract out, use Add Attachment. The contract and your PDF go out bundled as one document.
If you need the details as entries
There's no import — you'll need to add them by hand:
Open the booking's Itinerary tab.
Add a Travel entry for each flight, with the times, airports and confirmation details.
Add Ground entries for transfers and Accommodation entries for hotels.
Save each one.
Once they're entries, they flow into the generated document, the artist view and the Google Calendar event. A PDF attachment does none of that — it just sits there for people to open.
Good to know
It's worth doing both: attach the original PDF as your source of truth, and key in the entries so the schedule reads properly on the artist side.
If several people in the party are on different flights, add each flight as its own entry and use + Applies to to assign it to the right person.
Attachments don't sync to Google Calendar. Calendar events can't carry files.
If you have any questions or need additional help, please reach out to support@gigwell.com or use the chat widget on your screen.