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 work with a Travel Agent PDF
Download Workflow Checklist
Downloads
Step 2: MAstering Your Workflow
Take me there
We love to help with all the fancy extras — from Bibbidi Bobbidi Boutique to adding on Dining Plans, we handle all the extras.
3. Enchanting Extras
Take me there
One of our greatest "selling points" is that we help clients get hard to book dining. Don't miss this section for how to do that!
2. Booking Dining
take me there
Your workflow is your communication with your client from inquiry to follow up after the trip. It's the bread and butter of what we do!
1. Agent Process
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CHOOSE A TOPIC OR KEEP SCROLLING
take me there
Universal is a favorite partner of ours and probably the second vacation you will find yourself selling, so it's helpful to get familiar!
06. Universal
take me there
From Marriott to Royal Caribbean, we have so many suppliers we work with, which can help you build your business and serve your clients.
05. Other Partners
take me there
These are our VIP concierge level planning services that come with an added fee! We love our Dream Clients!
04. Magical Upgrades
Keep track of important dates
Dining booking windows, cruise excursions, final payments — this is all part 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 the time to build your system and refine your process.
When you are given a Canva or Google resource, make sure to copy the original file before making any edits.
So You Booked the Trip... What Next?!
Agent Process
Quick and positive communication secures the job and keeps them coming back over and over again.
Communicate in a timely manner. Even if it's an email to let them know when you will be answering their question or getting to their quote.
Always act excited and cheerful when chatting! This is their dream family trip, and 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 and 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."
Tip NO. 2 of 2
Tips!
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
Resource Library
Client Tracker
Printable Agent Checklist
60 Day Dining Email Flodesk Template
Bibbidi Bobbidi Booked Email on Flodesk
Final Payment Reminder on Flodesk
Take me to the Library
Communication Emails
here are examples of client
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
- You don't have to know everything at once! Take it one supplier, one step at a time. Master that and then expand.
- Say "no" when you can and 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, and use tools to make your life easier!
- Set blocks of time to focus and dive in, enlist help where you can, and plan ahead! Do one thing at a time.
- Organize your workflow, set alarms, and create a routine.
Give Yourself Grace
Set Boundaries
Work Smarter Not Harder
Time Management
Create a System
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ADvanced Dining Reservations
- Also known as ADR
- Disneyland is 60 days out, 6:00am PST
- Disney World is 60 days out, 6:00am EST
- DCL varies by Castaway Cay status, midnight EST
- Aulani is 30 days out, midnight Hawaii time
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. Things book up instantly, and it takes skill and fast fingers. We suggest making this clear to your clients, so they know the expectations and can plan ahead.
If you can't get the exact number, just get close. Disney is great at accommodating.
You can set an alert with 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 fellow agents will support you, so don't be afraid to ask. Return the favor, or send a Starbucks.
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01
Tips & Tricks
Set alarms and reminders in your
phone the day of your booking. You can use Google to find exact dates that booking windows open and create a reminder while it's fresh on your mind!
Tip!
Enchanting Extras
VIP Tours
Walt Disney World
VIP Tours
Disneyland
Enchanted Extras
Walt Disney World
Enchanted Extras
Disneyland
To Understanding These "Extras"
Quick LInks
here's how you find
Segment Three
We can book the spa, speciality dining, excursions, and Royal Gathering for our clients, and it's a very important role we play in the process.
Check out our booking window guide and also reference this DCL cheat sheet for info on managing a concierge cruise client.
Disney Cruise Lines
It's different on the sea
DCL Cheat Sheet
Concierge
Guide
Dream Package
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 log in as them on their app and keep the day running 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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Text Concierge NO. 1 of 2
In the Dream Package, 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 Package, you can recruit an agent friend to take over for the day.
Text Concierge
two
TEXT CONCIERGE NO. 2 OF 2
Magical Upgrades Tip
Magical Upgrades and booking fees give you 100% commission when collected directly by the agent.
Step-by-Step Guide to completing the Dream
What you can send to your clients to give them information on the Dream Package
Dream Client Resources
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 for reference:
When You Get a Dream Client...
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Questionnaire
Example
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 TemplAte Here
Other PArtners
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We also work with
Marriott
Royal Caribbean
Universal
Segment Five
Check out this document with information on each partner, and 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
Our top picks are listed here, but you can learn more in our training link listed below:
1. Sapphire Falls
2. Royal Pacific*
3. Cabana Bay
4. Portofino*
*includes Unlimited Express Passes
Resorts
Segment Six
- Universal Studios
- Islands of Adventure
- Epic Universe
- Volcano Bay (waterpark)
Parks & Tickets
All ABout Universal
- Make sure your clients understand the height limits for rides as many require you to be taller than Disney's rides.
- Universal Hollywood is not a park for young kids, and if you do bring them, be prepared to carry a stroller down the escalator.
- Early Entry for SUPER NINTENDO WORLD is recommended.
- Ride Hagrid's at rope drop or at park closing!
- Away We Go or Mears offers transportation from Walt Disney World resorts as well as Uber and Lyft. Uber offers a carseat option.
LOGIN to VAX
Resort Breakdown
Universal Video Training
TIps for Selling & Managing Universal
Download Your EPIC Guide to Universal
Want to be more
hands on?
Download the Guide
pssst -
From the library!
From getting paid to navigating TERN, 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