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Trips

Trips are the foundation of Organize It. A trip represents a complete travel plan with all your accommodations, activities, meals, and transportation organized by day.

What is a Trip?

A Trip is a container for all your travel planning. Each trip includes:

  • Basic information: Title, destination, dates, description
  • Days: Automatically generated based on start and end dates
  • Events: Activities, meals, and transportation organized by day
  • Stays: Accommodations (hotels, apartments, etc.)
  • Links: Useful URLs related to the trip
  • Cover image: A visual representation of your destination
  • Status: Automatically updated based on dates

Creating a Trip

Trip List Your trip list on the homepage

From the Homepage

  1. Click Create New Trip button
  2. Fill in the trip details
  3. Click Save

Trip Creation Form The trip creation form

Trip Details

Required Fields

  • Title: A descriptive name for your trip
  • Example: "Summer in Italy", "Tokyo Business Trip", "Weekend in Paris"

  • Max 100 characters

  • Destination: Where you're going

  • Example: "Rome, Italy", "Tokyo, Japan", "Paris, France"

  • Max 100 characters

  • Start Date: First day of the trip

  • End Date: Last day of the trip

Date Validation

End date must be on or after the start date.

Optional Fields

  • Description: Additional details about the trip
  • Max 500 characters

  • Example: "A relaxing week exploring ancient Rome with family"

  • Cover Image: Visual representation

  • Upload your own image (max 2MB, landscape orientation recommended)
  • Or search and use Unsplash photos directly

Trip Statuses

Organize It automatically updates trip status based on dates. You cannot manually change the status (except to Archive).

Status Types

Status When Description
Not Started Start date is more than 7 days away Trip is in the future
Impending Start date is within 7 days Trip is coming soon
In Progress Between start and end dates Trip is happening now
Completed After end date Trip has finished
Archived Manually set Trip is archived and hidden from main view

Status Transitions

The system automatically updates statuses:

Not Started → Impending (7 days before start)
         ↓
    In Progress (on start date)
         ↓
     Completed (after end date)
         ↓
     Archived (manual)

Archiving Trips

Archive completed trips to keep your trip list clean. Archived trips can be viewed in a separate section.

Managing Trips

Editing a Trip

  1. Navigate to the trip detail page
  2. Click Edit Trip
  3. Modify any field
  4. Click Save

Dates and Days

If you change start or end dates, the days will be automatically regenerated. Existing events will be reassigned to the closest matching day.

Deleting a Trip

  1. Navigate to the trip detail page
  2. Click Delete Trip
  3. Confirm deletion

Permanent Deletion

Deleting a trip will also delete all associated days, events, and stays. This action cannot be undone.

Archiving a Trip

  1. Navigate to the trip detail page
  2. Click Archive
  3. The trip status becomes "Archived" and is hidden from the main list

To view archived trips: - Use the filter dropdown on the homepage - Select "Show Archived Trips"

Favoriting Trips

Mark important trips as favorites:

  1. Navigate to the trip detail page
  2. Click the star icon
  3. Favorite trips appear at the top of your list

Quick Access

Favorite trips are displayed prominently on the homepage for quick access.

Cover Images

Uploading Your Own Image

  1. Click Upload Image in the trip form
  2. Select an image from your computer
  3. Images are automatically resized and optimized

Recommendations: - Use landscape orientation (16:9 or 4:3) - Maximum file size: 2MB - Supported formats: JPG, PNG, WebP

Using Unsplash Images

Organize It integrates with Unsplash to provide beautiful, free stock photos:

  1. Click Search Unsplash in the trip form
  2. Enter a search term (e.g., "paris eiffel tower")
  3. Browse results
  4. Click on an image to preview
  5. Click Use This Photo

Attribution

When using Unsplash photos, photographer attribution is automatically displayed on your trip page as required by Unsplash Terms of Service.

Attribution Format: 

Photo by [Photographer Name] on Unsplash

Changing an Image

You can change the cover image at any time:

  1. Edit the trip
  2. Upload a new image or search Unsplash again
  3. The old image will be replaced

Removing an Image

  1. Edit the trip
  2. Check "Clear image" checkbox
  3. Save

Trip Days

Days are automatically generated when you create or edit a trip with dates.

How Days Work

  • Auto-generated: Based on start and end dates
  • Numbered sequentially: Day 1, Day 2, Day 3, etc.
  • Date-aware: Each day has a specific calendar date
  • Event containers: Each day can contain multiple events

Days Update Automatically

When you: - Change the start date → Days shift accordingly - Change the end date → Days are added or removed - Extend the trip → New days are created - Shorten the trip → Extra days are deleted

Shortening Trips

If you shorten a trip, days outside the new date range will be deleted along with their events. Make sure to review your events before shortening dates.

Add useful links related to your trip for quick reference.

  1. Navigate to the trip detail page
  2. Scroll to the Links section
  3. Click Add Link
  4. Fill in:
  5. Title: Descriptive name
  6. URL: Full web address
  7. Description (optional): Additional context

Useful links to add: - Flight booking confirmations - Hotel reservation pages - Tour booking confirmations - Restaurant reservation emails - Travel insurance documents - Visa information pages - Destination guides - Weather forecasts - Maps

  • Edit: Click the link and modify details
  • Delete: Click the delete button
  • Open: Click the URL to visit in a new tab

Trip Overview Page

Trip Detail The trip detail page

The trip detail page shows:

Header Section

  • Trip title and destination
  • Cover image (if set)
  • Status badge
  • Date range
  • Favorite star icon
  • Edit and delete buttons

Days Section

  • All days in chronological order
  • Events organized under each day
  • Stay information (if applicable)
  • "Add event" buttons for each day

Stats Section (if available)

  • Total number of events
  • Number of stays
  • Number of transfers
  • Trip duration
  • All saved links
  • Add new link button

Unpaired Events Section

  • Events not assigned to any day
  • Can be assigned later

Best Practices

Naming Trips

✅ Good examples: - "Rome & Florence - Spring 2025" - "Tokyo Business Trip (Q2)" - "Weekend in Barcelona"

❌ Avoid: - "Trip 1", "My Trip" (not descriptive) - Very long titles that don't fit in cards

Using Descriptions

Add context that helps you remember the trip's purpose: - "Annual family vacation with kids" - "Conference trip + sightseeing" - "Honeymoon - romantic getaway"

Organizing Multiple Trips

  • Use favorites for upcoming important trips
  • Archive old trips regularly
  • Use clear, searchable titles
  • Add the year to recurring destination trips

Planning Timeline

  1. 3+ months before: Create trip, add flights/hotels
  2. 1-2 months before: Research and add major activities
  3. 2-4 weeks before: Add restaurant reservations
  4. 1 week before: Finalize daily schedules
  5. During trip: Mark events as complete, add notes

Sharing a Trip

You can share any trip with friends, family, or travel companions via a magic link — no account required to view.

How Sharing Works

  1. Open the trip detail page
  2. Click the Share button (top right of the trip header)
  3. Choose an expiration (7 days, 30 days, 90 days, or never)
  4. Optionally add a label to identify the link
  5. Click Generate link
  6. Copy the link and share it

The recipient can view the full trip (days, events, stays) in read-only mode without logging in.

Expiration Options

Option Description
7 days Link expires after one week
30 days Link expires after one month
90 days Link expires after three months
Never expires Link remains active until manually revoked

From the Share modal you can see all active links and:

  • Copy: Click the copy button to copy the link to clipboard
  • Revoke: Click the × button to immediately deactivate the link

Revoked links cannot be reactivated. Create a new link if needed.

Security

  • Links use cryptographically secure UUID tokens (128-bit)
  • Shared views are strictly read-only — visitors cannot modify the trip
  • You control expiration and can revoke at any time

Frequently Asked Questions

Can I have trips without dates?

No, start and end dates are required. Days are auto-generated from dates, and the status system relies on them.

Can I duplicate a trip?

Currently, there's no duplicate feature. You need to create a new trip and manually add events. (Feature request: #XX)

Can I share trips with others?

Yes! Use the Share button on the trip detail page to generate a magic link. Recipients can view the full trip in read-only mode without needing an account. See Sharing a Trip for details.

How many trips can I create?

There is no limit on the number of trips you can create.

Can I export my trip?

Trip export (PDF, ICS) is planned for a future release. (Feature request: #XX)

What happens to events when I change trip dates?

Events are automatically reassigned to the closest matching day. Events outside the new date range become "unpaired" and must be manually reassigned or deleted.

  • Days - Learn about day organization
  • Stays - Add accommodations to your trip
  • Experiences - Plan activities
  • Meals - Add restaurant reservations
  • Transfers - Manage transportation

Next: Learn about organizing your trip by days