~1–2 hours · Getting Started
Your trip is already partially loaded in Fieldbook — find it in your Departures tab. Your job in this step is to review what's there, fill in the gaps, and add anything that's missing.
The goal is simple: get your trip out of your head and into Fieldbook. Don't worry about making it perfect — you can always refine descriptions and details later. Right now, focus on getting the structure right.
Why this matters: Everything in Fieldbook flows from the itinerary. When you update it once, it updates everywhere — your passenger page, your sales brochure, and eventually your guide document. Get the itinerary right, and the rest takes care of itself.
How to work through this step
Work through the three tasks below in order. Each one builds on the last.
1. Check that all your days are in place
Open your departure and switch to Calendar view in the itinerary tab — this is the most visual way to see your trip's structure and is where you'll do most of your work in this step.
Check that every day of the trip is represented. If days are missing, add them now before moving on to items.
Tip: There are two views in Fieldbook — Calendar and List. We recommend working in Calendar view for this step as it gives you a clear day-by-day picture of the trip.
2. Add your items and descriptions
For each day, add the items that make up that day — things like transfers, meals, activities, and accommodation. For each item, add:
A title — what the item is (e.g. "Airport transfer", "Welcome dinner")
A time — when it happens (times can be hidden on individual documents if needed — learn how →)
A description — what guests need to know about this moment of the trip
Some descriptions have been pre-loaded for you — review them and edit where needed to make sure they accurately represent your trip. At this stage, one description per item is enough. Don't worry about tailoring it separately for guests, guides, and sales just yet — that's something you can refine later once the structure is solid.
Good enough is the goal right now. A title and a short description for each item is enough to move forward. Think of this as your first draft — it just needs to represent the trip accurately.
3. Review the full itinerary
Once you've added all your days and items, scroll through the full itinerary from top to bottom. Ask yourself:
Does every day reflect what actually happens on the trip?
Are there any items missing — even small ones like check-in times or meal stops?
Do the descriptions give a guest enough context to understand what's happening?
If anything's missing, add it now. If something's in the wrong day, drag it to the right place — the itinerary updates across all your documents automatically.
At this stage, review your itinerary from a guest's perspective — guide-specific information like supplier details and operational notes are covered when you set up your guide itinerary.
✔ You're done with Step 1 when: your itinerary has all the days and items that represent the trip, and each item has at least a title and a basic description. It doesn't need to be perfect — it needs to be complete.
What about suppliers? You may have noticed you can add suppliers and services to itinerary items. Skip this for now — we'll cover suppliers when you set up your guide itinerary. You don't need them to send your first digital page.
Itinerary looking good? Move on to Step 2: Set up the passenger itinerary →