A Step-by-Step Guide to Using Safari Portal AS A TRAVEL COMPANY
If you run a travel company, chances are you’ve heard about Safari Portal. Built specifically for travel advisors, this platform makes it easy to create beautiful, branded proposals in a fraction of the time it used to take by hand.
But if you’re new to the platform or haven’t taken full advantage of its features, you might be wondering, how does it actually work?
Whether you’re a one-person operation or managing a team of planners, here’s a simple, step-by-step guide to getting started with Safari Portal and using it to level up your client experience.
How to Use Safari Portal as a Travel Agency
Step 1: Set up your branding
Before you start creating itineraries, get your branding dialed in. That means uploading:
Your logo
Brand colors
Font preferences
Optional contact or CTA blocks
Safari Portal makes it easy to apply your brand consistently across all proposals, so you show up polished and professional every time. Consistency is key in a high-touch service business (especially if you’re working with upscale clients) and this is the first step in making sure every client touchpoint reflects your value.
Step 2: Build your supplier database
The power of Safari Portal comes from its searchable library of lodges and destinations. But you can also build your own supplier database with preferred vendors, contract rates, or lesser-known properties you love.
Upload images, input contact info, set commission levels if relevant, and tag properties by destination. That way, when it’s time to create a proposal, you can pull the right info in seconds, without having to go hunting through your inbox.
This step is worth investing time in upfront, as it turns your future itinerary-building process into a plug-and-play system.
Step 3: Create a new proposal
Once your branding and suppliers are in place, it’s time to build your first proposal.
Click “New Proposal” and fill in the basic info:
Client name
Travel dates
Number of travelers
Destination
From there, you’ll add each leg of the trip, pulling in accommodations, transfers, and activities from your database or the shared Safari Portal library.
Each component can be customized with:
Descriptions
Custom pricing (gross and net)
Daily overview and inclusions
Photos and maps
The best part? It automatically generates a clean, responsive itinerary layout your client can view online or save as a PDF.
Step 4: Customize and personalize
This is where the magic happens.
Use the personalization tools in Safari Portal to:
Write a custom intro message
Include packing lists or travel tips
Add agent notes that only show on your internal version
Toggle pricing visibility (great for net vs. retail views)
Embed maps or links to third-party sites (for activities, internal flight confirmations, etc.)
You can also clone previous proposals and tweak them for repeat client trips or similar itineraries, so you don’t have to start from scratch every time.
Step 5: Share & track your Safari portal leads
Once your proposal is ready, click “Share” to generate a live link. You can send it via email or through your CRM. You can track when your client views it, how long they stay on the page, and what sections they click on.
That data can be a game-changer for follow-up. For example, if you see they keep revisiting a particular lodge, you can proactively answer questions or offer to confirm availability.
Why Safari Portal is worth learning for a travel company
Safari Portal will change your life if you’re still cobbling together proposals in Canva or Google Docs. It saves time, keeps your process organized, and helps you present yourself like the expert you are.
Mastering Safari Portal isn’t about doing everything at once. Start with your branding and one or two key proposals. Then build your supplier database over time.
Every step you take in learning the tool is one step closer to more streamlined operations, faster sales cycles, and better client experiences, and you can take those steps as you have bits of time here and there!
Need help building out your workflows or training your VA on using Safari Portal?
We support travel-based businesses with operations, marketing, and admin support, and we’d love to help your business.
