For travel advisors and agency teams

Virtual assistants for travel agencies

Give your advisors more time to plan the trip while someone keeps its details in order. Knows The Drill recruits and prepares your travel agency assistant for the supplier follow-up, itinerary records and client coordination you agree before handoff.

Find your assistant

A trip should be easy to follow, even when the details change.

The hotel confirms, the transfer is still pending, and a new arrival time changes the day's plan. Your advisor needs to see how those updates fit together before sending the client another itinerary.

Give an assistant ownership of the trip record: the approved plan, the supplier responses and the items still waiting for a decision. Your advisors can focus their attention on recommendations and exceptions with the relevant information in front of them.

The work to hand off

Keep every confirmation connected to the trip.

Organize traveler requests and trip files

An assistant can record inquiries using your intake questions, arrange advisor consultations and organize the trip details your team approves. Traveler preferences, dates and open questions stay together, with a clear distinction between a requested service and a confirmed reservation.

What you get back: A trip file with approved details, inquiry history and open questions

Follow up on supplier confirmations

Provide the authorized bookings, supplier contacts and details to confirm. Your assistant can request acknowledgments, record references and flag differences in names, dates or arrangements. The advisor receives the supplier's response and the specific discrepancy that needs a decision.

What you get back: A confirmation checklist showing received, missing and disputed details

Maintain itinerary versions

Working from advisor-approved changes, an assistant can update the itinerary draft and its supporting records. They can check that the revised details agree with the source confirmations, highlight unresolved differences and prepare the latest version for review before it goes to the traveler.

What you get back: A current itinerary draft with its confirmation references and change notes

Coordinate client updates and follow-up

An assistant can send approved reminders, request outstanding information and record client questions. They can also follow up on a supplier's response to a change or refund request and prepare a status update. Advice, unexpected costs and decisions about the trip are brought back to the advisor.

What you get back: A client follow-up queue with response history and the next responsible contact

Illustrative workflow

Build the final itinerary from confirmed details

Keep the advisor-approved trip plan beside the supplier confirmation checklist. Record each change against its source so the final review can focus on the items that still need attention.

The advisor approves the plan

Assistant preparesOrganize the agreed trip details and create a checklist of expected confirmations.

Your team decidesWhich arrangements are approved and who may book or pay for them.

Suppliers respond

Assistant preparesRecord confirmation references and compare the returned details with the approved plan.

Your team decidesHow to resolve missing services, conflicting details or different terms.

A detail changes

Assistant preparesFlag the affected arrangements, attach the source message and record what remains unconfirmed.

Your team decidesWhether to accept the change, request an alternative or contact the traveler.

The itinerary is updated

Assistant preparesApply the authorized change to the draft and preserve its revision history.

Your team decidesWhether the full trip plan is ready for final review.

The traveler receives the plan

Assistant preparesSend the approved version and record its delivery along with any remaining follow-up.

Your team decidesThe final content, travel guidance and contact instructions shared with the client.

Illustrative example — not a client record

An itinerary revision with a transfer time still unresolved

Use this revision record to show the advisor how one changed arrival affects the existing transfer. All times below use the arrival airport's local time.

Trip and current version: Example entryTA-027: the traveler's itinerary, Version 2.; What to provide or checkConnect the change to the correct trip file and currently issued version.
Original arrival: Example entryVersion 2 lists a 1:20 p.m. flight arrival and a 2 p.m. pickup.; What to provide or checkPreserve the previous arrangement for comparison.
Revised source: Example entryThe flight update supplied by the advisor now lists arrival at 3:10 p.m.; What to provide or checkIdentify the source of the proposed itinerary change.
Transfer status: Example entryThe transfer confirmation still shows a 2 p.m. pickup; the supplier has not confirmed a revised time.; What to provide or checkExpose the mismatch without treating a requested change as confirmed.
Next action and owner: Example entryThe advisor approves the change request; the assistant follows up with the transfer supplier and records its response in the draft revision.; What to provide or checkSeparate the advisor's instruction, supplier confirmation and document update.

Ready to hand over when: The advisor can trace the revised arrival to its source and see the unresolved pickup time before approving a new itinerary for the traveler.

Download the blank template (CSV)

No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.

Shape the role around the workload

Are itinerary changes taking your advisors away from trip planning?

A useful fit when

Active trips create recurring supplier follow-up, itinerary revisions and approved client reminders.
Advisors can approve arrangements and resolve changes while an assistant maintains the records and checks for mismatched details.

Discuss the setup first

Travelers need help outside the proposed working hours; agree who handles disruptions and how the assistant hands over open issues.
The role needs reservation-system access or ticketing expertise from the start; scope the exact tools and permissions during matching.

Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.

Your advisors approve the arrangements.

Set clear permissions for bookings, payments and changes, along with the contact for urgent issues. Your assistant can keep the record and follow-up moving within the role and hours you agree.

Travel recommendations, entry requirements and insurance advice go to the appropriate advisor or qualified source.
Bookings, ticketing, payments, cancellations and refunds require the permissions and approvals you establish.
After-hours disruption handling and emergency coverage need a separate, explicit staffing plan; they are not implied by this role.

Walk us through one trip from inquiry to departure.

01An example trip file, supplier confirmation checklist and approved itinerary.
02Your reservation and itinerary tools, plus any required travel-industry experience.
03Booking and payment permissions, client-message rules and the advisor who resolves exceptions.
04Typical trip volume, supplier time zones, working hours and your urgent-contact procedure.

Recruit. Prepare. Hand over.

Recruited for you. Trained for your industry.

First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.

We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.

Choose the support behind your hire.

Managed assistant

A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.

Explore managed support

Direct hire

We recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.

Explore direct hiring

The examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.

Before you bring someone on

Will my assistant be prepared for travel agency work?: Yes. We recruit and prepare your assistant for the travel agency niche and the responsibilities you agree before handoff. The matching discussion covers your trip workflow, communication standards, required skills and preparation time. Bring examples of the details your advisors need tracked.
Can an assistant use our reservation or itinerary system?: Tell us which systems you use and what the role must do in each one. We discuss the experience and preparation needed during matching. If a role requires a particular reservation-system credential or ticketing qualification, identify it explicitly so it can be assessed before the role is agreed.
Can an assistant book travel or make changes?: We can discuss booking or change coordination as part of the role, including any skills and credentials it requires. Your agency establishes access, spending limits and approvals. An assistant should act only on authorized arrangements and return changes in price, terms or itinerary to the designated advisor.
Can an assistant cover urgent traveler requests at night?: Working hours are agreed during matching. Tell us when support is needed and how your agency handles urgent requests outside those hours. Overnight, weekend or continuous emergency coverage should be discussed explicitly; a dedicated assistant does not automatically provide round-the-clock availability.
How are travel agency assistant services priced?: Managed support provides a dedicated, full-time assistant through our service for a monthly fee, with ongoing team support. Direct hire involves a placement fee for recruitment and training before you hire the assistant into your agency. We agree scope, price and terms before you start.

Give your advisors a clearer trip file.

Show us the confirmations, itinerary changes and client follow-ups that take time away from planning. We will help define the role and prepare an assistant around your agency's tools, approvals and working hours.

Find your assistant

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