Mastering Your Workflow

Parting Guide

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Step 2

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In this step, you’ll explore the full client journey—from the first inquiry to the final follow-up.

You’ll learn how to streamline your workflow, stay organized, and deliver a seamless experience that makes every client feel like a VIP. We’ll dive into advanced trip planning techniques, concierge-level service, and the little extras—like dining reservations, excursions, and personalized touches—that turn a great trip into an unforgettable one.

Why to work with a Travel Agent PDF

Download Workflow Checklist

Downloads

Step 2: MAstering Your Workflow

Keep track of important dates

Dining booking windows, cruise excursions, final payments - this is all apart of your responsibility! 

Fortunately

And Please Remember!

This is what you came here to do!! Planning trips, acting on deals and crafting a perfect trip for your clients. This is your time to build your system and refine your process. 

When you are given a Canva or google resource to make sure and copy the original file before making any edits. 

So you booked the trip... what next?!

Agent Process

Quick & Positive communication secures the job & keeps them coming back over and over again. 

Communicate in a timely manner. Even if its an email to let them know when you will be answering their question or getting their quote. 

Always act excited and cheerful when chatting! This is their dream family  trip & we want them to feel like they are our first priority. 

YOur most important Job!

Client Communication

segment one

It goes a long way when people feel you are genuinely excited for their trip - because they are! When they feel you care, they are more connected to you and associate the interaction in a positive way. 

Remember How excited you are for them! 

Tips!

TIP NO. 1 of 2

 I know you are juggling a lot & don't expect you to drop everything in order to answer a client. But from their perspective it can be so helpful to hear "i received your email and I will respond in detail by 9 pm tonight" - people love expectations! 

It's okay to say, " I got your email and I'll respond as soon as I can. 

REVIEW NO. 2 of 2

read next

Client Tracker

Resource LIbrary

Agent Checklist

Because we love you, we have created some pretty incredible tools to help you stay organized!   

Workflow Resources Found Here

Click for magic

click for magic

Click for magic

From keeping track of dining openings to final payment and travel dates - it can be overwhelming to keep track of everything you need to do your job with ease. 

How to stay organized? 

Stay Organized

SEGMENT THREE

Create a system

Time Management

Work Smarter Not Harder

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  • organize your workflow, set alarms, create a routine. 

  • set blocks of time to focus and dive in, enlist help where you can, plan ahead! Do one thing at atime. 

Set Boundaries

Give yourself Grace

  • Say "no" when you can, get rid of excess tasks that you don't have to do. Know your limits. 
  • use ChatGPT to help you create content or scripts, create automated workflows, use tools to make your life easier! 
  • you don't have to know everything at once! Take it one supplier, one step at a time. Master that and then expand. 

Press for Pixie Dust

Access our client tracking doc here!

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ADvanced Dining Reservations

  • Also known as ADR
  • Disneyland is 60 days out, 6:00 am PST
  • Disney World is 60 days out, 6:00 am EST
  • DCL is 90 days out, midnight EST
  • Aulani is 30 days out, midnight Hawaii Time


We also book "enchanted extras" such as the Bibbidi Bobbidi Boutique & Light Sabers! 

Advanced Dining Reservations

segment Two

A Free offering that people just die over

Note!

Access our Booking Window Guide here! 

Disney Dining is basically the Olympics of Disney vacations. Thinks book up instantly and it takes skill and fast fingers. We suggest making this clear to your clients so they know the expectations & can plan ahead. 

If you can't get the exact number, just get close. Disney is great at accommodating. 



 You can set an alert at some of the Disney Alert companies such as Stake Out, Mouse Dining or Mouse Watchers. They alert you when something becomes available and you can grab it quick for your client. 

Enlist help for big groups! Your agents will support you, so don't be afraid to ask. Return the favor or send a Starbucks. 

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Tips & Tricks

segment two, part two

Set alarms and reminders in your 
phone the day of your booking. You
can use Google to find exact dates 
that booking windows open & create
a reminder while it's fresh on your mind!

Tip!

Enchanted Extras

VIP tours
Walt Disney World

VIP tours
Disneyland

Enchanted Extras 
Walt Disney World

Enchanted Extras 
Disneyland

To Understanding these "extras" 

Quick LInks

heres how you find

Dining and Enchanted Extras are different on DCL. 

We can book the spa, speciality dining, excursions & Royal Gathering for our clients and  it's a very important role we play in the process.

Check out our booking window guide & also reference this DCL cheat sheet for info on managing a cruise client. 

Disney Cruise Lines

It's different on the sea

DCL Cheat Sheet

Concierge
Guide

Dream Package

SEGMENT Four

Some people want extra help, or maybe their vacation isn't commissionable. That is the perfect opportunity to sell the Dream Packages or Magical Upgrades! 

This is our concierge level planning which comes with text concierge, itineraries, and more! 

Magical Upgrades

You're their tour guide in their phone! This service puts you on "hold" for the day to help assist our families while they are in the park. You login as them on their app and keep the day smooth with lightning lanes and mobile orders, answering questions about "where first aid is" or "what to do when your phone is dying"

Access more info HERE!

Text Concierge

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REVIEW NO. 1 of 2

In the Dream, Text Concierge is provided for 2 days. If they want beyond 2 days it is $100/day for up to 12 people (all that Disney will allow in one app). If they have a large group, two agents will be needed. 

If you cannot do Text Concierge, but want to do the rest of the Dream, you can recruit an agent friend to take over for the day. 


Text Concierge

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REVIEW NO. 2 of 2

Read More

Magical Upgrades Tip

So you know...
You can also charge a planning fee for large groups or trips that are non-commissionable. 

Magical Upgrades give you 70% commission. 

Booking fees are 70%

Step-by-Step Guide to completing the Dream. 

What you can send to your clients to give them information on the Dream Package

Just for the agent, here is your commission breakdown on specific services. 

Dream Client Rescources

Commission

6 Step Process

Client FAcing

  • Use this Square Link to complete the purchase: 

SQUARE LINK FOR UPGRADES


  • Please send your clients a receipt for these services. You can access the template below. 





  • If you want an example of the Google Form Questionnaire you can send your Dream Clients, you can access this document to reference: 


When you get a Dream Client...

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Questionnaire Example

One of the services we offer is a custom itinerary that we both send digitally and print in their Dream Package. 

You can access our itinerary here and fill in the infomation for your client. Don't forget to make a copy before editing! 



Custom Itinerary

Access Tempalte Here

Other PArtners

Whether you are hoping to help your brother book his business trips or securing a Good Neighbor Hotel that was sold out on DTA, Partnering with Marriott (and other hotels) gives us flexibility to offer our clients and our agents more options to secure the ideal travel plans! 




We sell both Orlando and Hollywood Universal Resorts & they are getting better than ever! With Epic Universe, Universal Orlando is becoming a true destination and we are even loving their hotels and waterparks! 






Royal Caribbean has a diverse fleet of several ships than many families adore. You'll be surprised how many people may inquire about a Royal Cruise, so this is another great way to earn commission! 





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We also work with

Universal

Royal Caribbean

Marriott

Check out this document with information on each partner & you can go to Chelsea or Amy with additional questions. This list will be constantly evolving! 

How to onboard with our other partners?

Other Partners PDF

Universal Breakdown

VAX/Universal Site Walk Thru

Universal has a few Resort offerings in Orlando that we really love! 

Our top picks are listed here, but you can learn more in our training link that is listed below: 

1. Sapphire Falls
2. Royal Pacific *
3. Cabana Bay
4. Portofino*

*includes Express Pass

Resorts

Segment Six

TIps for Selling & Managing Universal:

Universal Orlando: 

  • Universal Studios
  • Islands of Adventure
  • Epic Universe
  • Volcano Bay (waterpark)

You can purchase a multi-park pass to visit multiple parks (super helpful as you need both to visit Hogsmeade and Diagon Alley)

Express Pass is expensive, but worth it! 

Universal Hollywood is a smaller resort and a 1-day park. 

Parks & Tickets

All ABout Universal

Breaking down the probate process

  • EPIC UNIVERSE can currently only be visited on a 3-day pass to Universal. 
  • Make sure your clients understand the height limits for rides as many require you to be taller than Disney's rides. 
  • Universal in Hollywood is not a park for young kids & if you do bring them be prepared to carry a stroller down the escalator. 
  • Early Entry for Super Mario World is recommended. 
  • Ride Hagrid's at rope drop or at park closing! 
  • Away we go or Mears offers transportation from WDW resorts as well as Uber and Lyft. Uber offers a carseat option.

LOGIN to VAX

Resort Breakdown

Universal Video Training

Don't leave any stone unturned when it comes you dealing with the financial estate of a loved one. Below you can download  & print our checklist from your library of resources. 

Download your EPIC guide to Universal 

Want to be more
hands on?

Download the Guide

pssst - 

From the library!

From Getting Paid to navigating Travel Joy, this section gets you up to speed on everything you need to know in order to manage the behind the scenes business stuff that takes care of YOU and your process. 

Head to STep 3: Housekeeping & more