# Viaondo > Viaondo turns your agency’s bookings into a trip app for every client: with your brand, in their language and available offline. Viaondo is software for small travel agencies: the agency builds each trip in a web dashboard and every client receives a branded trip app through a private link, in their language and available offline. One plan per agency: US$50 a month or US$500 a year, plus VAT where it applies, with a 14-day free trial. Data is hosted in the European Union. --- # Describe the trip. Your client gets the app. - Title: Viaondo: branded trip apps for travel agencies - URL: https://viaondo.com - Markdown: https://viaondo.com/index.md - Updated: 2026-10-17 [Branded trip app for small travel agencies](https://viaondo.com/product/traveler-app) Write the trip or drop your confirmations. Your client gets a branded app that opens from a link and works offline. - No card to sign up - Add a card to publish: 14 days free - US$50 a month for the whole agency [Start free](https://viaondo.com/signup?lang=en) · [See the example app](https://viaondo.com/demo?lang=en) ## What is Viaondo? Viaondo is itinerary software for small travel agencies. The agency builds each trip in a dashboard, and each client gets a branded app that opens from a private link and works offline. One plan per agency: US$50 a month or US$500 a year, plus VAT where it applies. The database and files are stored in the EU. Built by Pablo Bravo in Valladolid, Spain. *Example: a few lines and two emails become the trip app* > Japan for Marta and Álvaro, 3 to 16 April 2027: Tokyo, two nights in a ryokan in Hakone, then Kyoto and Osaka. The flights and everything booked on the ground are in the two emails. They love walking and food, so keep the first day light and leave the morning of the 11th for Arashiyama. - [finnair-booking-DEMO-JP27.eml](https://viaondo.com/examples/finnair-booking-DEMO-JP27.eml) - [japan-ground-services.eml](https://viaondo.com/examples/japan-ground-services.eml) 1. Reading the documents 2. Finding the bookings 3. Writing the days in English 4. Checking places on the web 5. Setting times and time zones [Open the example app](https://viaondo.com/demo?lang=en) ## What Viaondo did with the trip above *Example* - **2** Documents read - **20** Bookings found - **45** Places checked on the web - **45** Times with their time zone - **2** Things for you to confirm ## Made for the way your agency sells Each page shows how a trip goes out in your kind of agency, from the first booking to the traveler’s phone. - [Tour operators](https://viaondo.com/for/tour-operators): The same program, new dates and travelers each departure - [Group travel](https://viaondo.com/for/group-travel): One trip app for the group, each traveler’s own documents - [DMCs and receptive agencies](https://viaondo.com/for/dmcs-and-receptive-agencies): Travelers landing from abroad, offline from the first minute - [Independent travel advisors](https://viaondo.com/for/independent-travel-advisors): Your planning, with your name on it, on your client’s phone ## Test it on a trip you’ve sold No account needed. Describe a trip or drop up to 3 confirmations, and Viaondo emails you its app in a few minutes. 1. **Describe it or drop confirmations.** A few lines are enough, or up to 3 PDFs, emails or screenshots. 2. **Pick the language, leave your email.** The app is written in your client’s language. The email is only for the link. 3. **Get the app’s link in minutes.** Open it on your phone, the way your client will. > Your trip app is ready: Japan for Marta and Álvaro Like it? Start free in the same browser and the example becomes your first trip. **Make the trip app**: Text, PDF, email or a screenshot, up to 3 files. Usually a few minutes. Your files stay in the EU and are deleted with the example in 24 hours. ## One page per trip. You check it, then you send it. The trip reads top to bottom the way your client will see it. Change a time in place or write what should change, and Viaondo makes the change and shows you where each fact came from. - Every [booking imported from your confirmations](https://viaondo.com/product/booking-import) points to the document it came from. - Every place is checked on the web: address, local name and opening hours. - Nothing reaches your client until you publish. ## What your client sees on the trip The example app, from the countdown to the city guide. Every screen is the real app, in your client’s language. 1. **Before they fly.** The whole trip on one screen: the route, the countdown and the first departure. 2. **On a travel day.** The flight as a departure board, with boarding, terminal, gate and each traveler’s seat. 3. **Every morning, what’s next.** The day in local time, with the meeting time and the directions between plans. 4. **For the taxi driver.** The hotel’s address in Japanese, ready to show a driver, with check-in and check-out in local time. 5. **Tickets without signal.** Every ticket and voucher saved on the phone, the next one first. 6. **The city guide.** Local time, the language, the currency and the emergency numbers for each city. ## Why not just ask ChatGPT? You can, and Viaondo uses the same kind of model to read your documents. The difference is everything that happens before and after the reading. - Your client gets an app, not a text: tickets and vouchers on the phone, the next step on top, the address ready for the driver, all offline. - Every fact shows where it came from (the voucher, your brief or the web page it was checked on), so you can see what was checked and what was not. - Times carry their time zone and clock changes; a time that doesn’t exist is refused, not guessed. - Changes reach the traveler: you publish, the app shows what changed, and nothing goes out until you say so. - [Your agency’s brand on the app](https://viaondo.com/product/branding), your link, your clients’ data hosted in the EU. A chat you can’t send to a client; an app you can. [Viaondo vs ChatGPT, point by point](https://viaondo.com/compare/chatgpt) *The traveler app on the first day: the flight as a departure board, with boarding, terminal, gate and each traveler’s seat* ## Hola, I’m Pablo. *Founder of Viaondo, in Valladolid, Spain* [I started Viaondo](https://viaondo.com/about) to give small travel agencies what large platforms take for granted: every trip delivered as an app, with the agency’s own brand, that keeps working when the traveler has no signal. I build it in Valladolid, Spain, and work on every part of it: the trip page, the booking import, the traveler app and the ten languages it speaks. I also read the support inbox myself. If something on this page isn’t clear, [write to me](https://viaondo.com/contact) and you’ll get an answer from me. [Pablo Bravo](https://viaondo.com/blog/author/pablo-bravo) **Latest update** (9 October 2026): [Describe the trip, your client gets the app](https://viaondo.com/changelog) ## One price for the whole agency No fees per trip, traveler or user. Sign up without a card; add one when you start the 14-day free trial to publish, and cancel whenever you want. ### Viaondo **US$50** /month · or US$500 a year: two months free · Per agency, plus VAT where it applies. Everything included. No card to sign up. To publish, start the 14-day free trial: nothing is charged until day 15. Cancel anytime. - Unlimited trips and travelers - Your whole team included - Branded traveler app in 10 languages, works offline - Group and per-traveler links - AI booking import - Duplicate any trip for a new departure - Email notices and usage insights for every trip - Database and files in the EU, email support Fair use: up to 300 documents imported with AI per agency per month. For agency networks or teams of more than 10 users, let’s talk. [See pricing and FAQs](https://viaondo.com/pricing) ### What a team of three pays a year Most tools charge per user. Viaondo charges once for the whole agency. - **Viaondo**: US$500 (One price for the agency) - **Tern**: US$900 (3 × US$300) - **Travefy**: US$948 (US$468 + 2 × US$240) - **Axus**: US$987 (3 × US$329) **US$400 less a year** Three users, yearly billing, in US dollars, from each tool’s listed price, checked 24 September 2026. Prices only: what each plan includes differs, see each comparison. Tern’s bar uses its rate from 3 seats, $25 a seat a month billed annually; 1–2 seats pay $35. ## Before you try it ### Do I need a card to try it? No. Creating an account, making trips and previewing them are free. You add a card when you start the trial, which lets you publish. The first 14 days are free, and nothing is charged until day 15. ### What does my client need to install? Nothing. A private link opens the app in the phone’s browser. Once it’s saved, it keeps working without signal. ### What if a time changes after I send the trip? Change it and publish. Your client sees the old time struck through and the new one. ### Can the AI get something wrong? It can misread a document, so nothing reaches your client until you publish. Every booking points to the document it came from, and anything unclear is listed for you to confirm. ### Which languages does it speak? Ten. The app’s own screens follow your client’s language, and Viaondo writes the trip in it. ### Where are my clients’ data kept? The database and files are stored in the European Union, under a [data processing agreement](https://viaondo.com/legal/dpa). Tickets and vouchers are deleted 30 days after the trip ends. ### Is my clients’ data sent to an AI? Only the documents and trip details you ask it to read or write. AI import, the day texts and the assistant run on NaN, by Helmcode S.L. in Spain, inside the European Union; it doesn’t store the documents or the results and doesn’t use them to train models. Our [guide to client passports in itinerary software](https://viaondo.com/blog/client-passports-itinerary-software-gdpr) lists what to ask any vendor. ## Free tools, no account Calculators and templates you can use with clients today. - [Schengen 90/180 calculator](https://viaondo.com/tools/schengen-calculator): Days used and days left in the Schengen area, and the longest stay possible from a given date. - [Arrival-time calculator](https://viaondo.com/tools/arrival-time-calculator): Local departure time plus flight duration: it tells you what time and on which day you arrive at the destination. - [Trip cost and markup calculator](https://viaondo.com/tools/trip-cost-calculator): Add up the supplier costs and apply your markup or margin to get the price per traveler and your profit. [All 9 free tools](https://viaondo.com/tools) ## Deliver your next trip as an app. Start with a real trip. Making it is free, and the first 14 days after you start the trial are free too. - No card to sign up - Cancel anytime - Database and files in the EU --- # One price, everything included. - Title: Viaondo pricing: US$50 a month per agency, team included - URL: https://viaondo.com/pricing - Markdown: https://viaondo.com/pricing.md - Updated: 2026-10-17 You pay one price per agency, with no fees per trip, traveler or user: US$50 a month, or US$500 a year with two months free, plus VAT where it applies. Sign up without a card; add one when you start the 14-day free trial to publish, and cancel whenever you want. ## How much does Viaondo cost? Viaondo costs **US$50 a month** or **US$500 a year** (two months free) for the whole travel agency, plus VAT where it applies. There is one plan and no fee per trip, traveler or user, signing up needs no card, and the 14-day free trial charges nothing. - **Included**: Unlimited trips and travelers, your whole team, the branded traveler app in ten languages with offline mode, group and per-traveler links, AI booking import and email support. - **Fair use**: Up to 300 documents imported with AI per agency per month, plus 300 MB of storage per trip and 20 GB per agency. - **Contract**: None, and no setup fee. You add a card on Stripe’s secure page when you start the trial, which lets you publish, and you can cancel at any time. - **Over 10 users**: Agency networks and teams of more than 10 users can [ask for a proposal](https://viaondo.com/contact). ### Viaondo - **Today**: Sign up and make trips for free. When you’re ready to publish, start the trial: nothing is charged today. - **Day 15**: Your plan starts: US$50 a month for the whole agency, plus VAT where it applies. We remind you three days before. - **Any time**: Cancel from Billing whenever you want. There’s no contract. ## What’s included ### Trips and team - Unlimited trips and travelers - Your whole team included, with fair use - Duplicate any trip, with its dates shifted to the new departure - Your default checklist for new trips ### Traveler app - Your logo, color and contact details - 10 languages and offline mode - Group links and per-traveler links - Add to calendar, checklist and currency converter ### Agency tools - AI booking import into your draft; nothing reaches the client until you publish - Real preview at any moment of the trip - Check before publishing and version history - Email notices to travelers and usage insights ### Security and support - Database and files stored in the European Union - Data processing agreement (GDPR) - Private, revocable 256-bit links - Email support in English and Spanish, usually within one working day *Every trip your agency builds sits in one list, and the plan covers all of them: no fee per trip, traveler or user.* ### Fair use The plan includes up to **300 documents imported with AI per month** per agency, enough for daily work. If you need more, [write to us](https://viaondo.com/contact). ### Agency networks and teams of more than 10 users We put together a proposal for networks, consortia and agencies with large teams. Tell us what you need. [Contact us](https://viaondo.com/contact) ## Pricing and billing questions ### Do I need a card for the trial? Not to sign up. Creating an account, making trips and previewing them are free. You add a card on Stripe’s secure page when you start the trial, which lets you publish, and nothing is charged for 14 days. If you cancel before then, you pay nothing. ### Does the price include VAT? No. Prices are in US dollars and VAT is added on top where it applies: agencies in Spain pay 21% Spanish VAT, EU businesses outside Spain with a valid VAT number pay none (reverse charge), and other EU agencies pay Spanish VAT. Agencies outside the EU pay no VAT. Stripe calculates it at checkout and shows it on the invoice. ### How do I pay, and where are my invoices? By card through Stripe, our payment provider. Stripe emails you a receipt and an invoice for every payment, and you can download them in Settings › Billing. ### Can I switch between monthly and yearly? Yes, in Settings › Billing. Switching to yearly starts it at once and credits the unused part of your month; switching to monthly takes effect when your year ends. ### Is there a minimum term or a setup fee? No. There’s no setup fee. The monthly plan renews every month and the yearly plan every year; you can cancel either whenever you want, and it stays active until the end of the period you paid. ### What happens to my trips if I cancel? Your drafts and trips stay in your account, and publishing new trips or updates pauses until you subscribe again. For 30 days, your travelers see everything as before. After that, trips that haven’t started yet are paused: the link shows your agency’s name and contact instead of the trip until you subscribe again. Trips already under way or over keep working, with “Made with Viaondo” on the Today screen. To delete your agency and its data, write to us from Settings; we’ll offer you a copy first, as set out in the [data processing agreement](https://viaondo.com/legal/dpa). ### Is my clients’ data sent to an AI? Only the documents and trip details you ask it to read or write. When you import a booking, have the day texts written or use the assistant, Viaondo sends that content to NaN, an AI provider run by Helmcode S.L. in Spain, which processes it in the European Union. NaN doesn’t store or log the documents or the results and doesn’t use them to train models, as the [sub-processors page](https://viaondo.com/legal/subprocessors) says. Our [guide to client passports in itinerary software](https://viaondo.com/blog/client-passports-itinerary-software-gdpr) lists what to ask any vendor. ### Which languages does support answer in? English and Spanish, by email, usually within one working day (Monday to Friday, Spanish time). The dashboard and the traveler app speak ten languages. [Write to us](https://viaondo.com/contact). ### Is there a limit on trips or travelers? No. Trips and travelers are unlimited. Fair use applies to AI import, at 300 documents per agency per month, and to storage. ### How long do you keep documents? Tickets, vouchers and other trip documents are deleted 30 days after the trip ends; the itinerary stays so you can reuse the trip. Storage is generous: up to 300 MB per trip and 20 GB per agency. If you keep passport copies in a trip, our [guide to client passports in itinerary software](https://viaondo.com/blog/client-passports-itinerary-software-gdpr) says what to check in any tool before you upload them. ## How does Viaondo’s price compare with per-user tools? Most itinerary tools charge per user, so the bill grows with the team; Viaondo charges once for the whole agency. Below, what a team of three pays a year and each tool’s price as listed on its own pricing page. Each comparison sets price, pricing model and features side by side, with sources and the date they were checked. For more tools and pricing models, read [how much travel agency software costs](https://viaondo.com/blog/travel-agency-software-cost). ### What 1, 3 or 5 users pay a year A price per agency only pays off once there is more than one of you. The same tools and listed prices, for one person, a team of three and a team of five. | Tool | 1 user | 3 users | 5 users | | --- | --- | --- | --- | | Viaondo | US$500 | US$500 | US$500 | | Tern | US$420 | US$900 | US$1,500 | | Travefy | US$468 | US$948 | US$1,428 | | Axus | US$329 | US$987 | US$1,645 | *Yearly billing, in US dollars, from each tool’s listed price, checked 24 September 2026. Tern charges $35 a seat a month for 1–2 seats and $25 from 3 seats, billed annually. Prices only: what each plan includes differs.* For one person working alone, Axus, Tern and Travefy Core cost less a year than Viaondo. If price is your only reason to switch, stay where you are: Viaondo pays off from the second person on the team, or when a branded app that works offline is what you need. ### Price as listed | Tool | Price | | --- | --- | | Viaondo | US$50/month or US$500/year per agency, plus VAT where it applies, team included | | [Travefy](https://viaondo.com/compare/travefy) | Core $39/month billed annually, per user | | [Tern](https://viaondo.com/compare/tern) | $49/seat/month, or $35/seat/month billed annually | | [Axus](https://viaondo.com/compare/axus) | $35/month per seat, or $329/year per seat | | [TravelJoy](https://viaondo.com/compare/traveljoy) | Starter $19/month (12 trips a year); Pro $39/month | | [Wetu](https://viaondo.com/compare/wetu) | Lite $75/month for one user, excluding VAT | | [Safari Portal](https://viaondo.com/compare/safari-portal) | Essentials $299/month, 1 user included | | [Vamoos](https://viaondo.com/compare/vamoos) | From €283/month + VAT for up to 500 passengers a year | | [MOGU](https://viaondo.com/compare/mogu) | Free plan; Business €65/month + VAT | *From each tool’s public pricing page, checked 24 September 2026. Viaondo’s price excludes VAT, and so do the others where their pages say so.* ### Every comparison, point by point - [Viaondo vs Travefy](https://viaondo.com/compare/travefy) - [Viaondo vs MOGU](https://viaondo.com/compare/mogu) - [Viaondo vs Vamoos](https://viaondo.com/compare/vamoos) - [Viaondo vs TravelJoy](https://viaondo.com/compare/traveljoy) - [Viaondo vs Axus](https://viaondo.com/compare/axus) - [Viaondo vs Tern](https://viaondo.com/compare/tern) - [Viaondo vs TripIt](https://viaondo.com/compare/tripit) - [Viaondo vs Safari Portal](https://viaondo.com/compare/safari-portal) - [Viaondo vs Wetu](https://viaondo.com/compare/wetu) - [Viaondo vs mTrip](https://viaondo.com/compare/mtrip) - [Viaondo vs ChatGPT](https://viaondo.com/compare/chatgpt) - [Viaondo vs PDF and WhatsApp](https://viaondo.com/compare/pdf-and-whatsapp) - [Itinerary software compared](https://viaondo.com/itinerary-software-for-travel-agencies) --- # An itinerary builder for travel agents, with every time in its local zone. - Title: Itinerary builder for travel agents, day by day | Viaondo - URL: https://viaondo.com/product/itinerary-builder - Markdown: https://viaondo.com/product/itinerary-builder.md - Updated: 2026-10-17 *Itinerary builder* You get a form for each type of booking and an airport and city search that fills in the local time. The preview is your client’s real app. ## What is the Viaondo itinerary builder? The Viaondo itinerary builder is itinerary software for travel agents. You describe the trip, drop the confirmations or build it day by day with a form for each type of booking, and the airport and city search fills in local times. A check before you publish catches the gaps, and your client receives the trip as a branded app that works offline. ## What the builder does, and what it doesn’t Viaondo is the itinerary and the app your client opens. It doesn’t try to run the rest of the agency. ### What it does - Drafts a trip from your description, your confirmations or both - Gives each kind of booking its own form, day by day - Keeps every time in its place’s time zone and refuses times a clock change skips or repeats - Checks for missing documents, empty booking references and overlapping times before you publish - Keeps every published version, with who published it ### What it doesn’t do - Search fares or book flights and hotels: you book with your usual suppliers - Quotes, invoices, payments or commissions: it isn’t back-office software - Connect to a GDS or to supplier accounts: it reads the documents you give it - Send anything to your client before you publish ## Worked example: 14 days in Japan Marta and Álvaro’s trip to Tokyo, Hakone, Kyoto and Osaka is fictional, but it was made the way you would make yours: a short description and two booking emails. Viaondo put each booking on its day in local time, checked each place on the web and listed the two things the emails leave open under To confirm. Open the [example app](https://viaondo.com/demo?lang=en) to see the published trip, and the [changelog](https://viaondo.com/changelog) for what the 9 October release added. ## A hand-made itinerary breaks in the details - You copy times from confirmations and one of them ends up in the wrong time zone. - Every change means redoing the document and sending it to the whole group again. - You spot a missing voucher or two overlapping plans only when the client asks. ## How a trip comes together ### 1. Create the trip Describe the trip in your own words, drop the confirmations ([booking import](https://viaondo.com/product/booking-import)) or both, and Viaondo drafts the days. You can also start blank or copy a past trip. ### 2. Add bookings day by day Flights, trains, transfers, hotels and activities, each with its own fields. Drag a plan to move it to another day. ### 3. Check and publish The check flags what’s missing and “See as” opens the app exactly as your client will get it. Publish when it’s ready. ## A form for each kind of booking The flight form asks for terminal, gate and seats, and the transfer form for a meeting point and time. A hotel gets check-in, check-out and a local address. Each form asks only for the fields that booking needs. - Flight, train, bus, ferry, transfer, car, hotel, activity and restaurant - Seats per traveler and documents per booking - Notes for travelers and internal notes that are never published ## Local times filled in for you Search for “MAD” or “Kyoto” and Viaondo fills in the place with its time zone, coordinates, country and currency. Times are stored in each place’s local time, and Viaondo catches times that don’t exist or repeat because of a daylight-saving change before you save. - Airports by IATA code and cities in several languages - Paste a Google Maps link to pin a place - Meeting, start and boarding times, each one separate ## An assistant beside the trip Tell the assistant what to change, for example “move the cooking class to Thursday”. It edits the draft at once, shows the difference and where it came from, and you choose Keep or Undo. - Documents you drop there are read into the trip - Ask what’s missing before you send it ## Duplicate a past trip Selling the same route again? Duplicate the trip, give it a title and a departure date, and every date shifts to the new departure. - Days, bookings, places and recommendations come with the copy - Destination guides and the checklist too - Travelers, their documents, insurance and internal notes stay behind ## A check before you publish Before you publish a version, Viaondo checks the trip for missing documents, empty booking references and overlapping times. Each version you publish stays fixed, and Viaondo keeps the history. - Summary of changes against the previous version - Optional email notice to travelers - Version history with who published each one ## Viaondo, a spreadsheet or PDF, or an itinerary suite? Most small agencies build itineraries in a Word file, a spreadsheet or a PDF, or in a suite that also runs the CRM and invoicing. This is where each one stands. | | Viaondo | Spreadsheet, Word or PDF | Itinerary suites | | --- | --- | --- | --- | | What your client gets | A branded app from a private link that works offline, with no store download | A file by email or WhatsApp to scroll through | Usually a store app, such as Travefy’s or Axus’s, or a web view and PDF | | Starting a trip | Describe it, drop the confirmations or both; the draft takes a few minutes | Copy each time and reference from each confirmation | Forms, supplier content or email import, depending on the tool | | Times and time zones | Each time in its place’s zone; impossible clock-change times are refused | Typed by hand: a wrong zone goes unnoticed | Depends on the tool | | Changes after sending | Publish a new version; the app shows what changed, with an optional email | Edit the file and send it to everyone again | Updates reach the app; how travelers are told depends on the tool | | CRM, invoices and payments | Not included: Viaondo is the itinerary and the app | Not included | Often included (Travefy, TravelJoy, Tern) | | Price | US$50/month per agency plus VAT where it applies, whole team included | No software cost; the time is yours | Often per user: Travefy Core $39/month per user, Axus $35/month per seat | Other tools’ prices and apps come from our [comparison of itinerary software for travel agencies](https://viaondo.com/itinerary-software-for-travel-agencies), where each tool’s facts are listed with their sources. For a blank layout to print, use the free [travel itinerary template](https://viaondo.com/tools/itinerary-template). Everything Viaondo’s plan includes is on the [pricing page](https://viaondo.com/pricing). ## Questions about the itinerary builder ### Can I move a plan to another day? Yes. Drag it to another day in the list, or use “Move to another day…” in the plan’s menu if you prefer the keyboard. ### How are time zones handled? Each time is stored in the local time of its place, with the time zone of the airport or city. Your client sees it the same way, with the zone’s name. ### Can I reuse a trip I’ve already built? Yes. Duplicate it from the trips list, choose a title and a departure date, and the copy is created with all its dates shifted to that day. Travelers, their documents and internal notes are not copied. ### Do my internal notes reach the client? No. Internal notes stay in the dashboard and are never part of the published version. ### Can I start from a description instead of the bookings? Yes. Write the trip in your own words, add the documents you have if any, choose the trip’s language and press Make the trip. Viaondo drafts the days in a few minutes, and nothing reaches your client until you publish. ### Which kinds of bookings can I add? Flights, trains, buses, ferries, transfers, car hire, hotels, activities and restaurants, plus free time and recommendations. Each has its own form, with seats per traveler and documents per booking. ### How does my client receive the itinerary? As a [branded traveler app](https://viaondo.com/product/traveler-app) opened from a private link, with nothing to download from an app store. It saves the trip on the phone to work offline, and your client can print it from the app if they want paper. ### Can I see what my client will see before I publish? Yes. “See as” opens the app exactly as your travelers will get it: the same colors, the same exchange rates and the changes since the last version. ### Can several people at the agency work on trips? Yes. The whole team is included in the plan. If a teammate saves a trip while you are editing it, Viaondo shows what changed and lets you save your version as a copy, so nothing is overwritten. ### How much does the itinerary software cost? US$50/month or US$500/year per agency, plus VAT where it applies, with no fee per trip, traveler or user. The first 14 days are free. Details are on the [pricing page](https://viaondo.com/pricing). ### How does Viaondo compare with other itinerary software? Viaondo is the itinerary and a branded app that works offline, at one price per agency. Suites such as Travefy or Tern add a CRM and invoicing and usually charge per user. Our [comparison of itinerary software for travel agencies](https://viaondo.com/itinerary-software-for-travel-agencies) sets nine options side by side. ### Is there a free itinerary template? Yes. The [free travel itinerary template](https://viaondo.com/tools/itinerary-template) gives you a day-by-day layout to fill in and print or save as PDF, with no account. ## Build your next trip in Viaondo 14 days free. Try it with the bookings of a real trip. --- # The app your client receives, with the next plan at the top. - Title: Travel agency app for clients: branded, offline | Viaondo - URL: https://viaondo.com/product/traveler-app - Markdown: https://viaondo.com/product/traveler-app.md - Updated: 2026-10-17 *Traveler app* Your client opens a link and has the whole trip on their phone, with your brand and in their language. They don’t download anything from an app store, and the trip works with no signal. ## What is the Viaondo traveler app, and how does it work offline? The Viaondo traveler app is the web app each of your clients gets for their trip, with your agency’s logo, colors and app icon. It opens from a private link in the phone’s browser, with no account and nothing to download, and once your client has opened it with a connection, the whole trip works offline. - **Four tabs**: Today puts the next plan first, Trip lists each day in order, Guide gives each city’s time difference, currency, emergency numbers and phrases, and Documents holds boarding passes and vouchers. - **Offline**: On the first opening the app saves the itinerary, addresses and documents, and checks each file’s size and SHA-256 fingerprint before it says the trip is ready offline. After that only the street map needs data. - **Install**: Added to the home screen, it opens like any other app. Nothing comes from the App Store or Google Play. - **Changes**: When you publish a change, the app shows your client what changed. ### Do your clients need to download an app from a store? No app store, no download, and the trip still works offline. Many branded travel apps are native apps in the App Store and Google Play, and many agencies still send a PDF. Viaondo’s traveler app is a web app. This is what each one means for your clients and for you. | | Viaondo traveler app | Native store app | PDF by email or WhatsApp | | --- | --- | --- | --- | | Getting started | Tap the link and the trip opens in the browser, with no account. Adding it to the home screen is optional. | Find the app in the store, download it, then sign in or enter a trip code. | Open the attachment in the email or chat. Nothing to install. | | Updates | Your changes arrive when you publish. New versions of the app load on their own, with no store review. | Trip content updates in the app, but new app versions go through store review and each traveler has to install them. | Every change means a new file, sent to everyone again, while the old copies stay in their inboxes. | | Offline | The whole trip is saved on the phone and checked before the app says it’s ready. Only the street map needs a connection. | Usually works offline once the trip has downloaded, depending on the app. | Opens offline only if it was saved to the phone; maps and links inside it need a connection. | | Notifications | Optional, if your client turns them on: the eve of the trip, time to leave, boarding and your published changes. No automatic flight-status alerts. | Push notifications; some apps add flight-status alerts. | None. | | Cost | Included in US$50/month per agency, plus VAT where it applies, with no fee per trip, traveler or app. | An app under your own name in the stores often costs extra, as a setup fee or a higher plan. | No software fee; the time to build and resend it is yours. | ## What your clients get, and what they don’t The first list is in the app today. The second is what Viaondo doesn’t offer, so you can tell your clients before they ask. ### In the app today - Your logo, your three colors and your own icon on their home screen - A WhatsApp button and your contact details on every trip - Today, Trip, Guide and Documents, with a map and real, credited place photos - The whole trip offline, each file checked before the app says so - Notifications if they turn them on: the eve of the trip, time to leave, boarding and a daily brief - Ten languages, and dark mode ### Not today - A listing in the App Store or Google Play under your agency’s name - Links on your own domain: they use Viaondo’s, with your brand inside the app - The street map without data: places and addresses are saved, the map itself needs a connection - A chat inside the app: the WhatsApp button opens a chat with your agency ## Worked example: a trip to Japan you can open The [example app](https://viaondo.com/demo?lang=en) is Marta and Álvaro’s 14 days in Tokyo, Hakone, Kyoto and Osaka, a fictional trip made from a short description and two booking emails. Open it on your phone to see the Today screen, the Guide for each city, the map and the documents, in light or dark mode. What the 9 October release added to the app is in the [changelog](https://viaondo.com/changelog). ## Watch the example app on a phone A screen recording of the [example app](https://viaondo.com/demo?lang=en), 1 minute 25 seconds with no sound: a day in Kyoto, its map, the trip day by day, the city guide, a ticket, and the same app with the connection cut. *Recorded on 11 October 2026 from the example app in English. Your clients see the app in their trip’s language.* [Download it (MP4)](https://viaondo.com/video/traveler-app-tour.mp4) ### What the video shows - **0:00 Today.** Day 8 of 14, in Kyoto, starts with what comes next: breakfast at the hotel, the JR Nara line to Inari with its fare and directions, then the walk at Fushimi Inari with its meeting time. The day’s weather and sunrise sit above it. - **0:13 The day’s map.** The map shows the day’s four places, numbered in order, with the list underneath. Each city and each day is one tap away. - **0:19 Trip.** Trip lists the days in order. Scrolling on reaches day 9 in Arashiyama: each plan with its time, the bus between two plans with its fare, and a free evening. - **0:29 Guide.** Guide gives Kyoto’s local time and its difference from Madrid, the language, the yen with its exchange rate and the emergency numbers. Below, useful phrases in Japanese with how to say them, which the app can read aloud. - **0:46 Documents.** Documents holds the trip’s 28 documents, saved on the phone, with the next one first. The tea-break ticket opens with its QR code and reference, marked as an example that isn’t valid for travel. - **1:00 Offline.** With the connection cut, the app says it’s offline and when the trip was saved. Today, Trip and the ticket still open. The map keeps the places and the button to show an address to a driver; only the street map needs data, and the app says so. ## Why doesn’t a PDF itinerary help mid-trip? Mid-trip, a PDF doesn’t help. - Travelers hunt through pages to find where they need to be today, and when. - Without data abroad, the email won’t load and the document won’t open. - The taxi driver can’t read an address written in the Latin alphabet. ## Today: the next thing first The Today screen shows the next thing your client has to do: the flight with its gate and seats, the transfer with its meeting point, the plan with its local time. The rest of the day follows underneath. - Boarding pass one tap away - Local time with the zone’s name - Countdown before the trip and a summary afterwards ## The trip day by day Each day lists its plans in order, that night’s hotel and any free time you planned. Your client swipes from one day to the next. - Plans with meeting and start times - Each night’s hotel with check-in and check-out - Add one plan or the whole trip to the calendar ## A guide and a map for each city The Guide tab has a page for each city: its dates, the time difference with home, the language, the currency with the day’s rate, emergency numbers and useful phrases. The map shows the day’s places with Where am I, each place’s distance from the hotel and Directions. - Rates saved on the phone, so every currency converts offline - A place sheet with its photo, local name, address and opening hours - Photos from Wikipedia, Wikimedia Commons and Openverse, each credited ## Documents and addresses at hand Your client finds boarding passes, vouchers and insurance filtered by traveler. Each hotel’s address appears in the country’s own script, ready to show the taxi driver. - “Show the driver” in full screen - Copy the address or open it in Maps - Documents saved on the phone and verified ## Private, in their language, light or dark The app is available in English, Spanish, Portuguese, French, Italian, German, Dutch, Polish, Turkish and Swedish. Dark mode follows the phone, or your client picks it in More. There are no ads or trackers, and the link is private: only people who have it can open the trip. - Added to the home screen like an app - Optional notifications before departures and when you publish a change - Pre-trip checklist and currency converter - A keepsake of the trip, your review link and a button to plan the next one ## Questions about the traveler app ### Do travelers need to download something from the App Store or Google Play? No. It’s a web app: it opens from the link and, if your client likes, they add it to their home screen. The steps are on the [travelers page](https://viaondo.com/travelers). ### What if there’s no signal? Once your client opens the trip with a connection, the app saves the itinerary, addresses and documents on the phone, and checks each file’s size and SHA-256 fingerprint before it says the trip is ready offline. Only the street map needs a connection. More on the [offline page](https://viaondo.com/product/offline-and-updates). ### Can the app carry our own icon? Yes. App icon, in your brand settings, sets the icon your clients see on their home screen, next to your logo and colors inside the app. See [your brand in the app](https://viaondo.com/product/branding). ### Can the app be in the App Store under our agency’s name? Not today. Viaondo’s traveler app is a web app, so there is no store listing to publish or keep up to date, and your clients don’t need one to install it. ### Can I use my own domain for the links? Not yet. Links use the Viaondo domain, with your brand inside the app. ### Does the app send notifications? Only if your client turns them on: a reminder the evening before the trip, a time-to-leave notice before departures and meetings, boarding, a daily brief and your published changes. On an iPhone, the trip has to be added to the home screen first. ### Do travelers need an account or a password? No. The private link opens the trip. You can share one link for the group or one per traveler, and creating a new link turns the old one off. ### Which language does my client see? The language you choose for the trip, out of ten, or their phone’s language if they prefer. You write the trip content yourself. ### Where is my clients’ data kept? Trips and documents are hosted in the EU, in your agency’s private storage. The app has no ads or trackers, and trip documents are deleted 30 days after the trip ends. For the questions to ask any vendor about passports and client data, see our [guide to client passports in itinerary software](https://viaondo.com/blog/client-passports-itinerary-software-gdpr). ### How much does the traveler app cost? It’s included in the plan: US$50/month or US$500/year per agency, plus VAT where it applies, with no fee per trip, traveler or app. See the [pricing page](https://viaondo.com/pricing). ### Can I try it first? Yes: open the [example app](https://viaondo.com/demo?lang=en), with a fictional trip and agency. ## Show your next client their trip on their phone Try Viaondo free for 14 days and share your first trip with a link. --- # From the booking PDF to the itinerary, without retyping. - Title: Import bookings with AI from PDF or email | Viaondo - URL: https://viaondo.com/product/booking-import - Markdown: https://viaondo.com/product/booking-import.md - Updated: 2026-10-17 *Booking import* Drop the confirmations as you received them, add a few words about the trip if you like, and Viaondo puts each booking in your draft with its local time and the document it came from. You check it, then you publish. ## What is Viaondo’s booking import? Viaondo’s booking import reads your confirmations, whether PDFs, screenshots, Word files or emails, and puts each flight, hotel, transfer or activity into the trip’s draft with its local times. Each booking points to the document it came from, and anything Viaondo could not be sure of is listed under To confirm. Nothing reaches your client until you publish. ## What the import does, and what it doesn’t ### What it does - Reads flights, hotels, trains, transfers and activities, several per document - Puts each booking on its day, with its local times and its source - Checks places on their own web pages and adds a credited photo when it can match one - Lists under To confirm what the documents leave open ### What it doesn’t do - Publish anything: nothing reaches your client until you publish - Fill in what a document doesn’t say: a missing time stays to confirm - Connect to a GDS or to supplier accounts: it reads the documents you give it - Go past 300 documents a month within the plan: [write to us](https://viaondo.com/contact) if you need more ## Worked example: two emails, one trip to Japan On the home page, a short description and two fictional booking emails, one from the airline and one listing what is booked on the ground, became Marta and Álvaro’s 14 days in Japan. These are the figures Viaondo counted. The two things to confirm are the ones the emails leave open: the ryokan’s pickup time and a food walk booked “on request”. Open the [example app](https://viaondo.com/demo?lang=en) to see the result. ## Copying confirmations by hand is slow and error-prone - Every trip means dozens of times, booking references and addresses to type in by hand. - A time or airport copied wrong turns into a problem on the day of travel. - Suppliers send PDFs, screenshots and emails, each in its own format. ## How the import works ### 1. Drop or paste PDFs, Word documents, images and screenshots, saved emails (.eml) or the pasted text of a confirmation, up to 25 files at once. Add a few words about the trip if you like. ### 2. Viaondo makes the draft It reads each booking, puts it on its day with its local times and checks places on their own web pages. Anything it could not be sure of goes under To confirm. ### 3. Check and publish Each booking shows its source. Fix a field in place or ask the assistant beside the trip. Nothing reaches your client until you publish. ## What you can import Confirmations from airlines, hotels, trains, transfers and activities, in whatever format they arrive, with or without a description of the trip. - PDF, Word (.docx), PNG, JPG or WebP images, saved emails (.eml) and pasted email text - Up to 20 MB per file and 25 files at once - Several legs and bookings in a single document ## Every booking shows its source In the draft, each booking points to the document it came from, each place to the web page it was checked on, and your own edits are marked as yours. Anything Viaondo could not be sure of, such as a pickup time a voucher leaves open, is listed under To confirm. - Local times as the booking prints them, with the place’s time zone - The original document kept with the trip - Nothing is published until you publish ## Ask the assistant for the rest Beside the trip, tell the assistant what to change, for example “move the cooking class to Thursday”. It edits the draft at once, shows the difference and its source, and you choose Keep or Undo. Documents you drop there are read into the same trip. - “See as” opens the app exactly as your travelers will get it ## Monthly import limit The plan includes up to 300 imported documents per agency per month. If you need more, [write to us](https://viaondo.com/contact). - The dashboard shows this month’s count - If a document can’t be read, we tell you and you can try again ## Privacy Viaondo sends the document to the AI provider only to extract the booking details. You’ll find it in the list of [sub-processors](https://viaondo.com/legal/subprocessors) and in the [data processing agreement](https://viaondo.com/legal/dpa). - The file is kept in your agency’s private storage until 30 days after the trip ends - Recommendation: don’t upload sensitive data the trip doesn’t need ## Questions about the import ### Does the AI publish anything on its own? No. Nothing reaches your client until you publish. Imports go into your draft, each booking points to the document it came from, and anything Viaondo could not be sure of is listed under To confirm. ### What if it gets something wrong? Correct the field in place, or tell the assistant what to change. Each booking shows the document it came from, so you can check it against the source before you publish. ### Can I add documents to a trip I already made? Yes. Drop them on the assistant beside the trip and Viaondo reads them into the draft, with the same sources and To confirm notes. ### How long does it take? Usually a few minutes for a whole trip. A row on the Trips page shows each stage while Viaondo works. ### How many documents can I import? Up to 300 per agency per month within the plan (US$50/month, plus VAT where it applies). Before you start your free trial, you can try it with 20 documents. ### Can I import a forwarded email? Yes: upload the saved email (.eml file) or paste its text into the import. ### Is my clients’ data sent to an AI? Only the documents you import, to read the bookings. Viaondo sends each one to NaN, an AI provider run by Helmcode S.L. in Spain, which reads it in the European Union, doesn’t store or log the document or the result and doesn’t use them to train models, as the [sub-processors page](https://viaondo.com/legal/subprocessors) says. The file stays in your agency’s private storage and is deleted 30 days after the trip ends. Our [guide to client passports in itinerary software](https://viaondo.com/blog/client-passports-itinerary-software-gdpr) lists what to ask any vendor. ## Import your first booking today Sign up without a card and drop a real confirmation to see the draft Viaondo makes. Add a card when you start the 14-day free trial to publish. --- # Your client gets a trip app with your agency’s name on it. - Title: Trip app with your agency’s branding | Viaondo - URL: https://viaondo.com/product/branding - Markdown: https://viaondo.com/product/branding.md - Updated: 2026-10-16 *Your brand* Every trip carries your logo, your colors and your app icon, so your client knows who planned it. Your contact details are in the app when they need to reach you. ## What does branding cover in Viaondo? Branding in Viaondo puts your agency on every trip app: your logo, three colors (main, button and board) and your contact details, with a WhatsApp button. With a plan, Viaondo’s name doesn’t appear to your travelers, in the app or in emails, and the default colors work if you skip all of it. - **Home screen**: Your app icon is what clients see on their home screen, and the link preview shows your agency. - **Emails**: Trip emails carry your logo and name. - **Free trial**: A small “Made with Viaondo” credit shows in the app’s More tab until you subscribe. ## What your brand covers, and what it doesn’t ### What carries your brand - The app: your logo, three colors and your app icon - A WhatsApp button, your phone and your email on every trip - Trip emails, sent under your agency’s name - Personal links for each traveler, by WhatsApp, email or QR code - With a plan, no Viaondo name in the app or in emails ### What it doesn’t cover - Your own domain: links use Viaondo’s - An App Store or Google Play listing under your name - Your own layout: every agency’s app has the same screens, in its colors - Hiding the small “Made with Viaondo” credit during the free trial ## Your work barely shows in a generic PDF - The client keeps the PDF but doesn’t remember which agency prepared it. - Generic apps put their brand in front of yours. - When something goes wrong, your client can’t find your number. ## Logo, three colors and an app icon You set your logo, colors, app icon and contact details once, in the brand settings. They appear in every trip’s app and in the emails your travelers receive. Each trip can use the agency’s colors or its own. - A main color for links and selected tabs - A button color, and a board color for day numbers and departure boards - An app icon for your clients’ home screen - Logo in PNG, JPG or WebP ## Colors that stay readable, light or dark If a color doesn’t contrast enough, Viaondo adjusts the shade in the app so text stays readable, in light and dark mode, and shows you the result. Important alerts keep their usual colors. - Contrast verdict as you pick the color - Preview with a sample trip ## Your WhatsApp and your reviews Your client can open your WhatsApp from a button in the trip. After they return, the app shows your thank-you message and your review link. - A button straight to your WhatsApp and phone - Review link after the trip - A button to ask you for the next trip ## Personal links for each traveler Share one group link or one per traveler. With personal links, each person sees what’s shared plus their own documents and seats. - By WhatsApp, email or QR code - Create a new link and the old one stops working ## Try your color Pick your agency’s color and watch a real trip take it. Nothing to set up now; you can change it any time in your brand settings. - It’s close to the red that marks problems, so tabs and links switch to dark text and buttons keep Viaondo’s orange. An alert never looks like part of your brand. - It’s close to the green that means something is done, so tabs and links switch to dark text. A confirmation never looks like part of your brand. - It’s close to the yellow that marks what’s happening now, so tabs and links switch to dark text and buttons keep Viaondo’s orange. - It’s close to the amber that marks warnings, so tabs and links switch to dark text. A warning never looks like part of your brand. - It’s a very dark color, so links stay underlined and travelers still see they’re links. - It’s a gray or very soft color, so tabs and links switch to dark text and buttons keep Viaondo’s orange. Travelers can still tell where they are. Optional: without a color, the app uses Viaondo’s default look, designed to work on its own. [Open the preview](https://viaondo.com/demo?lang=en) ## Questions about your brand ### Does the Viaondo brand appear in the app? The app shows your agency’s name and logo, in your color. With a plan, Viaondo’s name doesn’t appear, in the app or in trip emails, which go out under your agency’s name. During the free trial, a small “Made with Viaondo” credit shows in the More tab, and emails show “via Viaondo” after your agency’s name. If your plan ends, the credit also shows on Today. ### What if my color is very light? Viaondo changes the shade only as much as readability needs, and shows you the result before you save. ### Do the emails to travelers carry my brand? Yes: travelers get the change notice with your agency’s name, each in their own language. ### What does the app icon change? It’s the icon your clients see when they add the trip to their home screen. Set it once under App icon in your brand settings. ### Can one trip use different colors? Yes. Each trip uses the agency’s colors or its own, for example for a group with its own look. ### Does my brand work in dark mode? Yes. Dark mode follows the phone, or your client picks it in More, and Viaondo keeps your colors readable in both. See the [traveler app](https://viaondo.com/product/traveler-app) for everything else your clients get. ## Put your brand on your next trip Set up your logo and color in five minutes. 14 days free. --- # The trip works with no signal, and your clients see each change you publish. - Title: Offline travel itinerary app with live updates | Viaondo - URL: https://viaondo.com/product/offline-and-updates - Markdown: https://viaondo.com/product/offline-and-updates.md - Updated: 2026-10-16 *Offline and updates* The app saves the trip on your client’s phone the first time they open it, and Viaondo checks that the copy is complete. When you change something and publish, they see what changed. ## How does the Viaondo traveler app work offline? The Viaondo traveler app saves the whole trip on your client’s phone the first time they open their private link with a connection. From then on the trip opens with no signal, in airplane mode or abroad without roaming, and the app says it is ready offline only after checking every file it saved. - **What it saves**: The itinerary day by day, hotel addresses in the local script, boarding passes, vouchers and other documents, each city’s guide and the latest exchange rates. - **How it checks**: Every saved file against its expected size and SHA-256 fingerprint, so a half-downloaded voucher never passes as saved. - **What needs data**: Only the street map, links to other websites and new versions of the trip. - **Changes**: The app shows the old and the new time, and the saved copy updates when your client taps Update. If you revoke the link, the copy is deleted the next time the phone connects. ## Worked example: Japan in airplane mode The [example app](https://viaondo.com/demo?lang=en) is a fictional 14-day trip to Japan, with its bookings and documents. Open it once, wait for the “Saved” mark at the top, then switch on airplane mode: the days, the documents, the Guide for each city and “Show the driver” all keep working. The [changelog](https://viaondo.com/changelog) lists what the 9 October release added. ## What goes wrong when a trip needs data? Problems show up when there’s no data. - At the arrival airport, without roaming, the email with the voucher won’t load. - A time change sent over WhatsApp gets lost among other messages. - Your clients can’t tell which version of the itinerary is current. ## Saved automatically and verified When your client opens the trip with a connection, the app saves the itinerary, addresses and documents on the phone. It checks the size and SHA-256 fingerprint of each file before it says the trip is ready. - No buttons your client has to remember - A “Saved” mark at the top, with the time of the last save - Your client can delete the copy from the app ## Changes with before and after When you publish a new version, the app tells your travelers and shows them what changed. Their offline copy updates once they accept. - Every published version is kept - Your travelers see the old time and the new one ## Email notice in their language When you publish, you can send travelers an email in their own language with the link to their trip. You decide on every publish whether it goes out. - With your brand and agency name - Only when you tick it ## A notification on the phone Travelers who turn on notifications also get one when you publish a change, and reminders before departures and meetings. On an iPhone, the trip has to be on the home screen first. - Only if your client turns them on - They can turn them off in More ## What works offline and what doesn’t Most of the trip works without data. Three things need a connection. ### Works offline - The full itinerary, day by day - Addresses in the local language and “Show the driver” - Boarding passes, vouchers and other documents - Each city’s guide, checklist, useful phrases and contact details - Every currency, at the last saved exchange rate, with its date ### Needs a connection - The online street map - Receiving a new version of the trip - Opening external links, such as online check-in ## Questions about offline mode ### Does my client have to do anything to save the trip? No. Opening the link once with a connection is enough. The app saves the trip and says when it’s complete. ### How do I know the trip is really saved? The app checks each saved file against its expected size and SHA-256 fingerprint. Only when every file matches does it mark the trip as saved; a file that doesn’t match isn’t counted. ### Does the map work offline? The street map needs a connection. The places, their addresses in the local script and “Show the driver” are saved on the phone. ### Does the currency converter work offline? Yes. The app saves the exchange rates on the phone and shows the date of the last saved rate. ### What happens if I revoke the link? The link stops working and, the next time the phone connects, the app deletes the saved copy. While it stays offline, that copy can’t be deleted remotely. Your client can also remove it from the app. ### How does my client find out about a change? The app announces there’s a new version and shows what changed. If they turned on notifications, they get one on the phone, and if you tick it when publishing, they also get an email. ### Does it take up a lot of space? It depends on the documents you attach. If the trip is large, the app says so before saving it. ### Does it work on iPhone and Android? Yes. The trip opens in the phone’s browser, and your client can add it to the home screen. The [traveler app page](https://viaondo.com/product/traveler-app) has the rest. ## Trips that keep working without data Try Viaondo free for 14 days, then open a trip in airplane mode. --- # For agencies that care about every trip - Title: About Viaondo: trip apps for small travel agencies - URL: https://viaondo.com/about - Markdown: https://viaondo.com/about.md - Updated: 2026-10-17 Big travel platforms put every booking in an app. Small agencies offer something those platforms can’t: a person who knows the trip and answers when plans change. With Viaondo you deliver your trips as an app with your brand and keep that personal service. ## What is Viaondo? Viaondo is software for small travel agencies that turns each trip into a branded app for the client. The agency builds the trip in a web dashboard, by describing it or by dropping in its booking confirmations (PDFs, emails or screenshots). Viaondo puts the flights, hotels, transfers and activities into the trip’s draft with their local times, shows where each detail came from and lists anything it couldn’t be sure of under To confirm. Nothing reaches the client until the agency publishes. The client opens the trip from a private link as a web app with the agency’s logo, colors and contact details, in one of ten languages, with no store download and no account. The app saves the itinerary and documents on the phone and checks the saved copy before it says the trip is ready offline. [One plan](https://viaondo.com/pricing) covers the whole agency: US$50 a month or US$500 a year, plus VAT where it applies, with a 14-day free trial. The database and files are stored in the European Union. ## The principles behind the product ### Real photos, real product We show Viaondo as it is, with product screenshots and real, credited photos. We don’t use AI-generated images. ### The traveler comes first When your client opens the app, the next thing in the trip is on top: the next flight or transfer, with its local time and meeting point. We design each screen so travelers reach what they need in two taps at most. ### Private by default The traveler app has no ads and no third-party trackers. The database and files are stored in the European Union, and every link is private and can be revoked. ### Honest AI AI import puts the bookings into the trip’s draft and shows where each detail came from: the document, your description or the web page it was checked on. Anything it couldn’t be sure of is listed under To confirm, and nothing reaches your client until you publish. ### Works offline The app saves the trip on the traveler’s phone and checks the copy before it says it’s ready. With no signal at the airport, the itinerary, addresses and documents are still there. ### One price per agency A [single plan](https://viaondo.com/pricing) at US$50/month per agency, plus VAT where it applies, or US$500/year, with unlimited trips and travelers. No setup fee, and you can cancel anytime. ## Who’s behind Viaondo **Pablo Bravo**, Founder of Viaondo Viaondo is built by Pablo Bravo in Valladolid, Spain. He designs and develops the dashboard, the traveler app and this website, and answers support emails himself. Viaondo is operated by Pablo Bravo Villanueva in Valladolid, Spain. Company details are in the [legal notice](https://viaondo.com/legal/legal-notice); you can [write to him](https://viaondo.com/contact) and he replies himself. [More about Pablo](https://viaondo.com/blog/author/pablo-bravo) ## Viaondo at a glance - Database and files stored in the European Union. - Traveler app and dashboard in 10 languages: English, Spanish, Portuguese (Brazil), French, Italian, German, Dutch, Polish, Turkish and Swedish. - One plan: US$50/month per agency, plus VAT where it applies, with a 14-day free trial. - Private links with 256 random bits; we only store a hash of each link. - No ads and no third-party trackers in the traveler app. --- # ETIAS application: what travel agencies should tell clients - Title: ETIAS applications: what agencies should tell clients - URL: https://viaondo.com/blog/etias-application-what-travel-agents-tell-clients - Markdown: https://viaondo.com/blog/etias-application-what-travel-agents-tell-clients.md - Updated: 2026-10-17 ETIAS applications are not open yet. What agencies should tell clients now, how filing on a client’s behalf works, the EUR 20 fee and the scams to avoid. - By Pablo Bravo: https://viaondo.com/blog/author/pablo-bravo - Updated 17 October 2026 - 10 min read - Regulation: https://viaondo.com/blog/category/regulation ## Key takeaways - ETIAS applications are not open yet: as of 17 October 2026 the EU’s official ETIAS site says no applications are collected and the start date will be announced several months ahead. - The fee will be EUR 20 (raised from EUR 7), waived for under-18s, over-70s and qualifying family members of EU nationals, and one authorization covers three years of trips. - Travel agencies will be allowed to file on a client’s behalf, with a signed declaration of representation for each traveler and the client’s own email address in the application. - Applications go only through the official europa.eu/etias site or app; unofficial sites already charge for applications that cannot be submitted. - Tell clients to apply before buying tickets and booking hotels: most applications clear in minutes, but a check can add 14 or even 30 days. - A new passport means a new ETIAS, and the passport must be valid for three months after leaving Europe and issued within the previous ten years. **Short answer:** ETIAS applications are not open yet — as of 17 October 2026 the EU’s official ETIAS site says no applications are collected and the start date will be announced several months ahead. When they open, visa-exempt travelers (US, UK, Canada, Japan and 55 more countries and territories) will apply online and pay EUR 20, or a travel agency will file on their behalf with a signed declaration of representation. Most applications are processed within minutes, and one authorization covers three years of trips or until the passport expires, whichever comes first. The EU’s Entry/Exit System has been registering travelers at the border since April 2026 ([our EES guide](https://viaondo.com/blog/entry-exit-system-what-travel-agents-tell-clients) covers that), and ETIAS is the second half of the same reform: an application travelers complete at home, before the trip. Agencies will get the questions, and some clients will already have paid a lookalike site by the time they ask. This guide covers what an ETIAS application will involve, what your agency may do on a client’s behalf, and what to tell clients today, when the honest answer is "not yet." ## Can clients apply for ETIAS today? No. The official ETIAS website carried this notice on every page when we checked it on 17 October 2026: ETIAS is currently not in operation and no applications for travel authorisations are collected at this point. The EU says it will announce the specific start date several months before launch. An earlier official announcement (July 2025, when the fee was set) said visa-exempt travelers would be required to apply "starting from the last quarter of 2026," but no start date had been announced as of our check. Do not quote a date to clients from an article, an old newsletter or memory: check the [official ETIAS page](https://travel-europe.europa.eu/etias_en) the day you send the trip, and write the date of that check in your note. Our [EES post](https://viaondo.com/blog/entry-exit-system-what-travel-agents-tell-clients) applies the same rule to border registration. The gap between "system coming" and "applications open" is where clients get hurt. The EU’s own agency-facing article warns there are many unofficial ETIAS websites, some falsely claiming to accept applications or charging higher fees. A client who Googles "etias application" today can pay a reseller for a submission that no system exists to receive. Until the EU announces the start date, the only correct advice is: wait, and use only the official site or app, [europa.eu/etias](https://europa.eu/etias). ## What is an ETIAS application, in one paragraph you can send to a client? ETIAS is the European travel authorization for nationals of the 59 visa-exempt countries and territories (including the US, UK, Canada and Japan) who visit any of 30 European countries for short stays. The application is filled in online, on the official website or app, for EUR 20. A passport and a payment card are all you need at hand. The form asks about identity, travel document, occupation, travel plans and any criminal convictions, and most applications are approved in minutes. Once granted, the authorization is linked to that passport, allows stays of up to 90 days in any 180-day period, and stays valid for three years or until the passport expires, whichever comes first. It is not a visa, and it does not allow work or long-term study. | | ETIAS application, at a glance (checked 17 October 2026) | |---|---| | Status | Not in operation; start date to be announced several months ahead | | Who files | Visa-exempt nationals of 59 countries and territories; agencies may file on a client’s behalf | | Where | Official site europa.eu/etias or the official app only | | Fee | EUR 20; free for under-18s, over-70s, qualifying family members of EU nationals | | Decision | Most in minutes; at latest 4 days, plus 14 or 30 days in exceptional cases | | Valid for | Three years, or until the passport expires; multiple entries, 90 days per 180 | Clients on a Schengen visa do not need ETIAS, and holders of a residence card or residence permit issued by a country that requires ETIAS are generally exempt too. The [EU’s who-should-apply page](https://travel-europe.europa.eu/etias/about-etias/who-should-apply) keeps the current list of both groups; link it rather than copying it into client messages. ## What will the ETIAS application ask for? The [official list of questions](https://travel-europe.europa.eu/etias/how-to-apply/what-you-need-to-apply) covers: identity (name, date and place of birth, nationality, home address, parents’ first names, email, phone), travel document details, education and current occupation, the intended travel and stay, any criminal convictions, past travel to war or conflict zones, and any recent decision requiring the applicant to leave a country. The applicant must declare the data is correct and confirm they understand the entry conditions. Have ready, per traveler: - The passport they will travel on: it must not expire within three months and must have been issued within the previous ten years. Check both dates with the [passport validity checker](https://viaondo.com/tools/passport-validity-checker) before your client counts on it. - A payment card for the EUR 20 fee — a variety of online payment options will be accepted. - Answers about convictions and conflict-zone travel, which some clients will want to discuss privately before entering into a form their agent submits. The application form will be available in the 24 official EU languages plus Icelandic and Norwegian, with how-to guides in more languages, including Arabic, Japanese and Korean. One rule agencies miss: applications for travelers under 18 must be submitted by a person exercising parental authority or legal guardianship, so a school trip or a family booking needs the right adult’s name on each child’s application. ## Can a travel agency apply for ETIAS on behalf of a client? Yes — the EU’s [applying-on-behalf page](https://travel-europe.europa.eu/etias/how-to-apply/applying-on-behalf-of-others) allows "a friend, a family member or a commercial intermediary such as a travel agency" to submit the application, and its agency-facing article confirms travel agents may do so for clients. The mechanics: 1. You and the client sign a **declaration of representation**, authorizing you to compile and submit the application. The ETIAS website will provide a sample form. 2. **One declaration per traveler.** The EU’s example: a family of two parents, two children and one person under legal guardianship requires five separate declarations. Group applications are not accepted — every traveler, including children, files their own application. 3. You submit through the **official** website or app, entering your own details as the submitter plus the client’s answers. 4. **Use the client’s personal email address**, not the agency inbox: that address carries all official communication about the application for its entire validity. If the client cannot access it, they lose decisions, revocations and renewal reminders. 5. Show the client the draft before you submit it: the traveler remains personally responsible for the data, and a wrong passport number means refused boarding. 6. The official fee is EUR 20; you may charge a service fee on top, which the EU says should be reasonable. Excessive charges or non-submission can be reported anonymously to the EU. That sixth point cuts both ways: it legitimizes a fair agency service fee, and it gives you the counter-script for clients who arrive with a €70 "ETIAS agency fee" receipt from a lookalike site. ## When should clients apply, and how long does it take? The EU’s advice, in its [FAQ](https://travel-europe.europa.eu/etias/faq), is unambiguous: obtain the ETIAS travel authorization **before you buy your tickets and book your hotels**. Build that line into every Europe itinerary you sell. The decision timeline: | Step | What the EU says | |---|---| | Standard decision | Most applications processed within minutes; any remaining decision within 4 days (96 hours) | | More information or documents requested | Up to 14 additional days | | Interview with national authorities | Up to 30 additional days | So "apply the day before the flight" is a real risk, and "apply before booking" is the official recommendation, not caution for its own sake. Once ETIAS goes live, airlines, cruise lines and other carriers will verify the authorization before boarding, the same way they check passports today. Two follow-ups worth putting in the trip file: the EU emails the traveler before expiry, and a new application can be filed from 120 days before the current authorization expires. And remind frequent travelers that the 90-day count still applies — they can plan it with the [90/180-day rule calculator](https://viaondo.com/tools/schengen-calculator). ## How much does an ETIAS application cost? EUR 20 per application, on the official site or app. The fee was originally set at EUR 7; in July 2025 the European Commission put forward the increase to EUR 20, citing inflation since the original fee was set and the system’s added functionality, and noting it brings the fee in line with the UK ETA and the US ESTA. Three fee facts clients get wrong: - **Under-18s and over-70s do not pay**, nor do qualifying family members of EU nationals. A family of two adults and two teenagers pays two fees, not four. - **The fee is per application, not per trip.** One EUR 20 authorization covers three years of travel (or until the passport expires), entries as often as the traveler likes, subject to the 90/180 stay limit. - **No one can "expedite" the official fee.** There is no paid fast lane on the government system; sites selling faster processing are selling nothing. ## Why would an ETIAS application be refused, or a client turned away? The most common failure will be mundane: data that does not match. The EU is explicit that a traveler is refused boarding and refused entry if the passport data differs from what the authorization holds, and that they must carry the same document used in the application. A client who renews their passport after a trip is booked needs a new ETIAS, not an amendment. Passport validity is the second trap: the document must be valid for at least three months after the intended departure from the European countries requiring ETIAS and issued within the previous ten years. Both dates are checkable with the [passport validity checker](https://viaondo.com/tools/passport-validity-checker), and the deeper background is in our [passport validity rules post](https://viaondo.com/blog/passport-validity-rules-travel-agents). Genuine refusals — risk-related reasons, or an application with false statements — arrive by email with the reasons and instructions for appeal, and a refused applicant can apply again after correcting the problem. A granted authorization can also be revoked or annulled (for example, if the travel document was lost and reissued); the traveler is notified by email. None of that is your agency’s call to predict: your job is accurate data and an official link, not promises. ## What should your agency do before ETIAS applications open? 1. **Collect passport data per traveler at booking** — nationality, passport number, issue and expiry dates — not just the lead booker’s. ETIAS eligibility and the passport rules are individual, and the [passport validity checker](https://viaondo.com/tools/passport-validity-checker) catches the three-months and ten-years failures before they ruin a trip. 2. **Flag visa-exempt nationalities.** US, UK, Canadian, Japanese and 55 more passports will need the authorization; clients on valid visas will not. 3. **Put the official link, and only it, in every Europe trip**: [europa.eu/etias](https://europa.eu/etias). One line — "applications are not open yet; when they are, use only this site; no agency can submit today" — protects clients from the lookalikes now. 4. **Never quote a start date from memory.** Check the [official page](https://travel-europe.europa.eu/etias_en) on the day you write the trip, and date the note. 5. **Draft the client message once** (the paragraph above works), and drop it into every Europe itinerary as a dated "Before you go" note. 6. **Decide your service-fee stance now**: what you will charge to file on a client’s behalf, and the declaration-of-representation workflow you will use, so the launch week is administration, not improvisation. This is where an [itinerary builder](https://viaondo.com/product/itinerary-builder) earns its keep: the note is written once, shows the latest version on every trip, and reaches the client in the [traveler app](https://viaondo.com/product/traveler-app) — an [offline trip app](https://viaondo.com/product/offline-and-updates) keeps the official links and your dated advice on the phone even with no signal at check-in. If you want to see how that looks end to end, [open the demo trip](https://viaondo.com/demo?lang=en), or [start the 14-day trial](https://viaondo.com/pricing). **How this guide was checked.** Every claim links to an official EU page (the ETIAS site’s status banner, FAQ, application pages and its news corner), last checked on 17 October 2026. ETIAS procedures can change until launch day; re-verify against the official pages before you repeat a detail to a client. This is practical guidance for agencies, not legal advice. ## Frequently asked questions ### Can clients apply for ETIAS today? No. As of 17 October 2026 the EU’s official ETIAS website states that ETIAS is not in operation and no applications are collected, and that the start date will be announced several months before launch. Any site claiming to submit ETIAS applications today is not official. Check the official ETIAS page the day you advise a client, and date that check. ### Can a travel agency apply for ETIAS on behalf of a client? Yes. The EU explicitly allows a commercial intermediary such as a travel agency to submit an application for a traveler. You and the client sign a declaration of representation, one per traveler (a family of five needs five), and each application is submitted separately. Use the client’s own email address, show them the draft before submitting, and remember the traveler stays personally responsible for the data. ### How much does an ETIAS application cost? EUR 20 per application, up from the originally announced EUR 7. Applicants under 18 or over 70, and qualifying family members of EU nationals, are exempt from the fee. The official fee is paid on the government site or app; an intermediary may charge a separate service fee on top, which should be reasonable. ### How long does an ETIAS application take? Most applications are processed within minutes, and any outstanding decision arrives within four days. If the authorities request additional information or documents, the decision can take up to 14 more days, and up to 30 more if the applicant is invited to an interview. That is why the EU advises applying before buying tickets and booking hotels. ### Do clients who travel on a Schengen visa need ETIAS? No. Travelers with a valid visa do not need an ETIAS travel authorization. ETIAS applies to visa-exempt nationals, and it is not a visa itself: it allows short stays of up to 90 days in any 180-day period, not work or long-term study. ### What happens if a client renews their passport after getting ETIAS? The authorization is linked to the passport used in the application. A new passport means applying for a new ETIAS, and the client must carry the same document at the border: a mismatch between passport and authorization means refused boarding and refused entry. --- # How to send a changed itinerary to clients without confusion - Title: Sending a changed itinerary to clients: a checklist - URL: https://viaondo.com/blog/send-changed-itinerary-to-clients - Markdown: https://viaondo.com/blog/send-changed-itinerary-to-clients.md - Updated: 2026-10-15 After an airline retime or a hotel swap: what to tell clients, how to mark each change, keep one current version, confirm they saw it and what EU rules require. - By Pablo Bravo: https://viaondo.com/blog/author/pablo-bravo - Updated 15 October 2026 - 12 min read - Guides: https://viaondo.com/blog/category/guides ## Key takeaways - A change message works when it says what changed (old and new, side by side), what the client has to do and by when, and which version of the trip is now the current one. - Under EU rules, a flight brought forward by more than one hour counts as a cancellation, and the airline owes compensation unless the passenger was told at least 14 days before departure (with narrower exceptions inside 14 days). - The Court of Justice ruled in 2017 that the airline still pays when it told the travel agent in time but the agent did not pass the news on. Forward schedule changes the day they arrive, and keep the date you did. - If you sell packages in the EU, a significant change to times or the hotel has to be sent on a durable medium, with a reasonable deadline for the client to accept or cancel and what happens if they do not reply. - Only one version of the trip should be current. Number or date every version, keep the old ones, and get a reply from each traveler, not only the lead booker. **Short answer:** send one message per change that shows the old and the new detail side by side, says what the client must do and by when, and names the version of the trip that is now current. Forward airline changes the day they reach you, keep the date you did, and ask every traveler to confirm. For packages sold in the EU, put significant changes on a durable medium, such as an email, with a deadline to accept or cancel. Airlines retime flights, hotels overbook and move guests, transfer companies change pick-up times. None of this is the agency’s fault, but the client hears about it from you, and the way you tell them decides whether they turn up at the right airport at the right hour. This guide covers what to say, how to mark changes so nobody reads an old version, how to confirm the client saw it, and what EU rules say about schedule changes and notice. It is practical guidance, not legal advice. ## What should a change message to a client say? A good change message answers four questions before the client has to ask: what changed, what it means for them, what they need to do and by when, and which version of the trip is now the right one. Everything else can go in the trip itself. | Part of the message | Example | |---|---| | What changed, old and new | “Your flight to Lisbon on 12 May now leaves at **07:10** instead of **09:45**.” | | What it means for the client | “Check-in now closes at 06:20, so the pick-up moves to 04:50.” | | What they need to do, and by when | “Please reply by Friday 18 April to accept the new time, or call us to discuss other options.” | | Which version is current | “Your trip is now version 3, dated 15 April. Earlier versions are out of date.” | Write times as the client will live them: local time at the airport or the hotel, with the day of the week. Put the new value first and in bold, and the old value next to it, so a client reading on a phone in a queue sees the change at a glance. If the change knocks on to other bookings, such as an earlier pick-up or a late hotel check-in, say so in the same message instead of sending three messages in an afternoon. Send it to every traveler on the booking, not only the person who paid. A couple, a family or a school group may each read their own copy of the trip. If the change moves a time into another time zone or onto a clock change, our [guide to time zones and daylight saving time in itineraries](https://viaondo.com/blog/time-zones-daylight-saving-time-itineraries) shows how to write it so nobody misreads it. ## What do EU rules say when an airline changes the schedule? Under Regulation 261/2004, a retime can legally be a cancellation. The EU’s [air passenger rights page](https://europa.eu/youreurope/citizens/travel/passenger-rights/air/index_en.htm) says a flight brought forward by more than one hour counts as canceled, and the European Commission’s [2024 interpretative guidelines](https://eur-lex.europa.eu/eli/C/2024/5687/oj/eng) add that a departure postponed by less than three hours, with no other change, is not a cancellation. When a flight is canceled, the passenger can choose between a refund, rerouting at the earliest opportunity or rerouting at a later date. Compensation depends on when they were told, according to the same EU page, last checked by the EU on 21 September 2026: | When the passenger was told | Compensation under Regulation 261/2004 | |---|---| | 14 days or more before departure | None | | Between 14 and 7 days before | None if the rerouting leaves no more than 2 hours earlier and arrives less than 4 hours later than planned | | Less than 7 days before | None if the rerouting leaves no more than 1 hour earlier and arrives less than 2 hours later than planned | | Otherwise | EUR 250 (up to 1,500 km), EUR 400 (1,500 to 3,500 km, or longer flights within the EU), EUR 600 (over 3,500 km), unless the airline proves extraordinary circumstances | The amounts can be halved when the rerouted flight arrives within set limits, and the Commission’s guidelines say that reduction does not apply when the flight was brought forward. These are the airline’s obligations, not yours. Your part is to pass the news on fast and to point clients to the official page instead of promising an amount. ### Why the date you forward a change matters In [Case C-302/16, Krijgsman](https://curia.europa.eu/site/upload/docs/application/pdf/2017-05/cp170051en.pdf), the airline told the online travel agency about a cancellation on 9 October 2014, and the agency told the passenger on 4 November, ten days before departure. The Court of Justice ruled on 11 May 2017 that the airline still had to pay the passenger, because it could not prove the passenger had been told more than two weeks ahead. The Court also noted that the airline can seek compensation from whoever caused the failure, under national law. The Commission’s guidelines apply the same reasoning to a booking where the only email address the airline received was the agent’s. For an agency this means two things: - Give airlines the passenger’s own contact details when the client agrees. IATA’s customer portal says that under Resolution 830d agents should provide the passenger’s mobile number and/or email address in the booking, using the contact elements CTCE and CTCM. - When a change reaches your inbox instead, forward it the same day and keep a record of when you did. ### What if the client flies from the United States? US rules work differently. The US Department of Transportation’s refund rule defines a [significantly changed flight](https://www.law.cornell.edu/cfr/text/14/260.2) as one that departs 3 hours or more earlier or arrives 3 hours or more later on a domestic itinerary (6 hours on an international one), or that changes the airport, adds a connection or downgrades the cabin, among other cases. The rule makes the passenger eligible for a refund if they decline the new schedule. Tell clients to choose before they accept anything the airline offers. ## What does the Package Travel Directive ask of you? If you sell packages in the EU, you are not only passing on news: you are the organiser or the retailer, and the [Package Travel Directive](https://eur-lex.europa.eu/eli/dir/2015/2302/oj) sets out how changes reach the traveler. Its Article 5 lists the main characteristics of a package, including the dates and times of departure and return and the location, main features and tourist category of the accommodation. A retimed flight or a different hotel can therefore touch a main characteristic. Article 11 sets the rules before the package starts: - **Small changes.** The organiser can make an insignificant change unilaterally only if the contract reserves that right and the traveler is told “in a clear, comprehensible and prominent manner on a durable medium”. - **Significant changes.** If a main characteristic has to change significantly, the traveler can accept the change or end the contract without a termination fee. - **What the notice must contain.** Without undue delay, the organiser tells the traveler on a durable medium of the change and its effect on the price, a reasonable period to decide, what happens if the traveler does not reply within it (national law decides that), and any substitute package offered. - **Refund.** If the traveler ends the contract and takes no substitute, the organiser refunds everything without undue delay and no later than 14 days after termination. Price increases follow their own rule. The EU’s [package travel page](https://europa.eu/youreurope/citizens/travel/holidays/package-travel/index_en.htm) says an increase cannot be applied later than 20 days before the start of the package, and a rise of more than 8% of the total price lets the traveler end the contract without a fee. **A durable medium** is, in the Directive’s words in Article 3(11), an instrument that lets the traveler store information addressed personally to them and reproduce it unchanged. An email or a PDF attached to one usually fits. A web page you can edit at any time may not: in [Case C-49/11, Content Services](https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=CELEX:62011CJ0049), a 2012 distance-selling case, the Court of Justice held that information made available only through a hyperlink to the seller’s website had not been given on a durable medium. So when a package changes, update the trip and also send the change in an email. ## How do you mark changes so nobody reads an old version? Confusion after a change rarely comes from the change itself. It comes from two versions of the trip living side by side: the PDF from March in one inbox, a WhatsApp message with the new time in another, and a printed copy in the client’s bag. - **Number or date every version.** “Version 3, 15 April” at the top of the trip and in the message. If the client quotes a version, you know which one they are looking at. - **Keep one current version.** Replace the trip, do not add a second one. If you send files, say in the subject line which file replaces which, and ask clients to delete the old one. - **Mark what changed inside the trip.** Show the new value with the old one struck through, or a short “Changed on 15 April” line on the booking, until the trip is over. - **Keep the old versions.** You may need to show what the client was sent and when, in a dispute or a compensation claim. Keep the history, with dates. - **Change the knock-on items at the same time.** A new flight time moves the transfer, sometimes the hotel check-in and the first dinner. Update them in the same version so the client never sees half a change. How easy this is depends on how you sent the trip in the first place: our [comparison of PDF, link and app](https://viaondo.com/blog/send-itinerary-to-clients-pdf-link-or-app) covers what each does when something changes. ## How do you confirm the client has seen the change? Ask for a reply, and treat silence as “not seen yet”, not as agreement. For packages, the Directive leaves the consequences of no reply to national law, so state them in the notice and keep it. 1. **Ask each traveler to confirm.** A one-line reply such as “Seen, we accept the new time” is enough. Keep it with the booking. 2. **Set a deadline that leaves room.** For a package, the deadline is the “reasonable period” of Article 11. Whatever the date, leave time to rebook if the client says no. 3. **Escalate before departure.** No reply 72 hours before the first changed booking? Call. A missed email is common; a missed phone call and email together are rare. 4. **Check the details close to departure.** Airlines can retime more than once. Check the booking again a few days before the client leaves, and again on the eve of any leg that changed. Read receipts and app signals help as a second check. They tell you a message was opened, not that the client understood that the pick-up is now at 04:50. ## How does Viaondo handle a changed trip? We make Viaondo, so this is the one section about our own product. In Viaondo the agency edits a draft, and nothing reaches the client until it publishes a new version. The publish dialog runs a check of the trip and lists what changes for travelers: times, places, hotels and documents, compared with the version they have. Published versions stay fixed, and the trip’s history lists them with who published each one (the current version, the last 20 and any from the last 90 days). In the traveler app, the client sees a notice that a new version exists, with the old time and the new one, and their offline copy updates when they tap Update; the [offline and updates page](https://viaondo.com/product/offline-and-updates) shows how. When you publish you can also email each traveler, in their own language, with their changes and the link to their trip. It is a choice you make on every publish, not a default you can rely on, so tick it for any change a client has to act on. The trip’s activity records when a traveler opens the trip and when they update to the latest version, by name when each traveler has their own link. The limits: a phone that stays offline keeps the old copy until it connects, the app notice is not a durable medium on its own, and the activity tells you the trip was updated, not that the client agreed. Ask for the reply anyway. ## Checklist: sending a changed itinerary 1. Read the airline’s or supplier’s notice and note the date and time it reached you. 2. Work out the knock-on effects: transfers, check-in times, connections, the first activity. 3. If you sell the trip as a package, decide whether the change is significant under Article 11 of the Package Travel Directive. If it is, prepare the options and a deadline. 4. Update every affected booking in one new version of the trip, numbered or dated. 5. Write one message per change with the old and new values, what the client must do, by when, and the version number. 6. Send it to every traveler the same day, by email at least, and keep a copy. 7. For a flight change, link the EU’s air passenger rights page and say that the airline decides any compensation. 8. Record each traveler’s reply. No reply 72 hours before the changed booking? Call. 9. Check the booking again a few days before departure, in case the airline retimes it again. 10. Keep a copy of every version and message you sent until any claim period is over, outside your itinerary tool if it prunes old versions. If you also keep a standing note in the trip, such as the border note from our [guide to the EU Entry/Exit System](https://viaondo.com/blog/entry-exit-system-what-travel-agents-tell-clients), treat an update to it as a change too: date it and tell clients it moved. ## What should you not tell a client after a schedule change? - Do not promise compensation, or tell a client they have none. The airline decides first, and national enforcement bodies and courts after it. - Do not judge whether a cause was an “extraordinary circumstance”. That is for the airline to prove. - Do not let the client accept an airline’s voucher before you have told them a refund may be an option. - Do not send a new version without saying what changed. A client should never have to compare two itineraries line by line. **How this guide was checked.** Every rule links to an official source: the EU’s Your Europe pages, EUR-Lex, the Court of Justice and the European Commission, plus IATA for agency booking practice and the US rule through Cornell’s Legal Information Institute. All were opened on 15 October 2026. The Viaondo section describes the product as it works on that date. This is practical guidance for agencies, not legal advice. To compare how itinerary tools handle versions and changes, see our [guide to itinerary software for travel agencies](https://viaondo.com/itinerary-software-for-travel-agencies). ## Frequently asked questions ### Do I have to tell clients about every small time change? Tell them about every change that affects what they do: a different time, airport, terminal, hotel or meeting point. For packages sold in the EU, the Package Travel Directive allows the organiser to make only insignificant changes unilaterally, and only if the contract reserves that right and the traveler is told clearly on a durable medium. ### Is the client owed compensation when the airline retimes a flight? It depends on the change and on when they were told. Under Regulation 261/2004, a flight brought forward by more than one hour counts as a cancellation, and compensation of EUR 250 to 600 can apply if the passenger was told less than 14 days before departure, unless the airline proves extraordinary circumstances. Point clients to the EU’s air passenger rights page rather than promising an amount. ### Is an update in the client’s trip app enough notice? It helps them see the change, but for packages sold in the EU the change has to be given on a durable medium, which lets the traveler keep the information unchanged. In a 2012 case on distance selling, the Court of Justice held that information shown only through a link to a website the seller can edit was not given on a durable medium. Send an email or a document as well. ### How do I know the client has seen the change? Ask each traveler to reply to confirm, and keep the reply with the booking. If your software records when a traveler opens the trip or updates to the latest version, use that as a second signal, not as a substitute for the reply. --- # PDF, link or app: how to send an itinerary to travel clients - Title: PDF, link or app: how to send a travel itinerary - URL: https://viaondo.com/blog/send-itinerary-to-clients-pdf-link-or-app - Markdown: https://viaondo.com/blog/send-itinerary-to-clients-pdf-link-or-app.md - Updated: 2026-10-15 A PDF by email, a shared web link or a branded app: how each one handles offline use, changes, link privacy, file size and phones abroad, for small agencies. - By Pablo Bravo: https://viaondo.com/blog/author/pablo-bravo - Updated 15 October 2026 - 9 min read - Guides: https://viaondo.com/blog/category/guides ## Key takeaways - A PDF by email is the simplest option and works offline once it is saved on the phone, but every change means a new file, and old copies stay in clients’ inboxes. - A shared web link always shows the latest version, but most web pages need a connection, and an “anyone with the link” document can be opened by whoever the link reaches. - An app, from a store or opened from a link, can combine offline use with updates, if it saves the trip on the phone and tells travelers when something changes. - In the EU, Roam like at home covers the EU, Iceland, Liechtenstein, Norway, Ukraine and Moldova, not the UK or the rest of the world, so do not assume clients will have data abroad. - Whatever you send for the trip itself, EU package organisers must still give the contract confirmation and formal change notices on a “durable medium”, so keep sending those by email. **Short answer:** a PDF by email is simple and works offline once saved, but goes out of date with every change. A shared web link stays current but usually needs a connection and can be opened by anyone who has it. An app does both jobs only if it saves the trip on the phone and tells travelers what changed. For most small agencies, the best mix is the trip on a link or app, plus the contract and formal notices by email. Every agency ends up choosing how the trip reaches the client: a file, a link or an app. The choice decides what the client sees at the arrival airport with no signal, what happens when a transfer time moves, and who else can open the trip. This guide compares the three on the points that matter in practice and ends with a checklist you can use whatever tool you work with. ## What are the three ways to send an itinerary? There are three common ways to send a trip: a **PDF attached to an email** (or sent on WhatsApp), a **shared web link** to a document or web page (a Google Doc, a page on your site, a viewer in your booking tool), and an **app**, either from the App Store and Google Play or a web app opened from a link. | | PDF by email | Shared web link | App (store or web app) | |---|---|---|---| | Offline | Yes, once the client saves the file | Usually not: most web pages need a connection | Depends on the app: only if it saves the trip on the phone | | After a change | You send a new file; old copies stay in inboxes | The link shows the new version, but nobody is told | Depends on the app: the better ones notify and show what changed | | Privacy | The file can be forwarded and stays in every inbox | “Anyone with the link” means whoever the link reaches | Depends on the link or sign-in: ask whether links can be revoked | | File size | Gmail: 25 MB of attachments for personal accounts | No attachment limit | Depends on what the app saves on the phone | | On a phone | Fixed layout: zooming and scrolling | Depends on the page | Built for the phone | | As a legal record | Can serve as a durable copy | A page that can change is a weaker record | A weaker record, for the same reason | The rest of this guide goes through each row. ## Does the itinerary work offline? **A PDF works offline once it is on the phone.** The catch is “once”. An attachment that the client never opened may not be stored on the phone, and big attachments may never arrive as files: Gmail lets personal accounts [send up to 25 MB of attachments](https://support.google.com/mail/answer/6584) and, above that, replaces them with a Google Drive link, which needs a connection to open. **A shared web link usually needs data.** As [MDN’s guide to progressive web apps](https://developer.mozilla.org/en-US/docs/Web/Progressive_web_apps/Guides/Offline_and_background_operation) puts it, most websites are unusable without network connectivity. A Google Doc or a web page in your booking tool will not load in a taxi queue abroad unless the client saved a copy beforehand. **An app works offline only if it saves the trip on the device.** Store apps usually download the trip; web apps can do the same with a service worker and browser storage. Two details are worth knowing for web apps on iPhones: - In 2020, WebKit (the engine behind Safari) started [deleting a website’s script-writable storage after seven days of Safari use without interaction with the site](https://webkit.org/blog/10218/full-third-party-cookie-blocking-and-more/). Web apps added to the home screen have their own counter of days of use, and WebKit said it did not expect their data to be deleted. - In its [2023 storage policy update](https://webkit.org/blog/14403/updates-to-storage-policy/), WebKit set the storage quota per website at up to 60% of the disk for browser apps, and said a home screen web app gets the same quota as Safari. [MDN](https://developer.mozilla.org/en-US/docs/Web/API/Storage_API/Storage_quotas_and_eviction_criteria) notes that browsers rarely evict data from sites people use regularly. In practice: ask clients to open the trip with a connection a day or two before departure, and to add a web app to the home screen. Whatever you use, ask “does it show me, or the client, that the trip is saved on the phone?” If nobody can tell, you will find out at the arrival airport. For what clients should keep on their phone, and how to check it before they fly, see our [guide to travel documents offline](https://viaondo.com/blog/offline-travel-documents-clients-phone). ## What happens when something changes? Changes are where the three options differ most. **A PDF freezes the trip on the day you made it.** GOV.UK’s digital team, explaining [why it publishes in HTML rather than PDF](https://gds.blog.gov.uk/2018/07/16/why-gov-uk-content-should-be-published-in-html-and-not-pdf/), pointed out that people are more likely to download a PDF, keep referring to it and share it offline, and might not check for the latest information. With itineraries, that means a client opening Tuesday’s PDF on Saturday, after you sent Thursday’s with the new transfer time. **A link is always current, but silent.** The client sees the new time only if they open the link again, and nothing tells them to. If you change a meeting point the night before, send a message as well. **An app can do both**, if it does two things: notifies the traveler, and shows what changed, not only the new version. Ask a vendor to show you a time change from the traveler’s side before you buy. ### The legal side, for EU package organisers If you sell packages in the EU, the [Package Travel Directive](https://www.legislation.gov.uk/eudr/2015/2302/pdfs/eudr_20152302_adopted_en.pdf) sets formal duties that a link or an app does not replace: - Article 7(1): a copy or confirmation of the contract on a **durable medium**. - Article 11: an insignificant change to the contract must be communicated in a clear, comprehensible and prominent manner on a durable medium, and so must a significant change to the main characteristics of the trip, without undue delay. - Article 7(5): in good time before the start, the necessary receipts, vouchers and tickets, and information on the scheduled times of departure, check-in deadlines, intermediate stops, transport connections and arrival. Article 3(11) defines a durable medium as one that lets the traveler store information addressed to them, accessible for future reference and allowing its **unchanged** reproduction. A web page that you can edit at any time is a weaker fit for that definition than an email or a PDF. Whether a given link qualifies is a legal question for your adviser; the safe practice is to keep sending the contract confirmation and formal change notices by email, and use the PDF, link or app for the trip itself. For the wording of the message and what EU rules require when an airline moves a flight, see [how to send a changed itinerary to clients](https://viaondo.com/blog/send-changed-itinerary-to-clients). ## How private is each option? A trip carries names, flight numbers, hotel addresses and sometimes passport details. Each option exposes them differently. - **A PDF** can be forwarded and stays in every inbox it reaches, including shared family accounts. You cannot take it back. - **A shared document with “anyone with the link”** can be opened by anyone who has the link, [without signing in to a Google account](https://support.google.com/drive/answer/2494822?hl=en). That is convenient for a group and risky if the link is posted in a chat. - **Any link** can leak through the browser. [MDN explains](https://developer.mozilla.org/en-US/docs/Web/Security/Referer_header:_privacy_and_security_concerns) that a page can pass its address to other sites in the Referer header when someone follows a link or loads an image from it, and that a `no-referrer` policy stops that. What to ask of any link-based tool: Is the link long and random? Can you revoke it or replace it? Can each traveler have their own link? Does the page send its address to other sites? And keep passport scans out of the itinerary unless the trip needs them; our [guide to client passports in itinerary software](https://viaondo.com/blog/client-passports-itinerary-software-gdpr) lists the questions to ask a vendor about that data. ## Will it work on a phone abroad? The client reads the itinerary on a phone, often with little or no data. **Roaming is not free everywhere.** Under the EU’s Roam like at home rules, clients with an EU mobile plan pay domestic rates in the [27 EU countries, Iceland, Liechtenstein, Norway, Ukraine and Moldova](https://digital-strategy.ec.europa.eu/en/policies/roaming). The UK is not covered since it left the EU, although some operators keep the benefit; [Your Europe](https://europa.eu/youreurope/citizens/consumers/internet-telecoms/mobile-roaming-costs/index_en.htm) adds that other countries are not covered and that operators can apply fair use limits to data. Clients from outside the EU, or traveling outside it, should check with their operator. **A PDF is not made for a small screen.** GOV.UK’s team notes that PDFs are not flexible in their layout, which means zooming and scrolling, “especially troublesome with long documents and on small devices like mobile phones”. A twelve-page itinerary is hard to read at a bus stop. **What the client needs fast** is the next thing: where to be, at what local time, with which document. Whatever the format, put that first, and write addresses so a driver can read them. ## Which one should a small agency choose? It depends on the trip, not on a rule. - **A short, simple trip** (one destination, one hotel, few bookings): a well-made PDF is fine. Ask the client to save it, and print a copy if they want paper. Our free [itinerary template](https://viaondo.com/tools/itinerary-template) gives you a layout to print or save as PDF. - **Several flights, transfers, time zones or a group**: use a link or an app that saves the trip on the phone, so changes reach everyone and nobody depends on roaming. - **Every package in the EU**: whatever you choose for the trip, keep the contract confirmation and formal change notices on a durable medium, such as email. ### Where Viaondo fits We make Viaondo, so take this as a description, not a test. Viaondo sends each trip as a branded web app opened from a private link, with no store download: it saves the trip on the phone the first time it is opened with a connection, checks the size and SHA-256 fingerprint of every file before it says the trip is ready offline, and, when you publish a change, shows travelers the old and the new time. Links carry 256 random bits, of which only a hash is stored, can be revoked or replaced at any time, and the pages send no referrer. The street map and new versions still need a connection, and you keep sending contracts by email. The [offline trip app page](https://viaondo.com/product/offline-and-updates) lists what works without data and what does not. ## Checklist before you send any itinerary 1. Put the next step first: date, local time, place and the document needed. 2. Ask the client to open or save the trip with a connection before departure, and check that it opens in airplane mode. 3. Keep attachments under 25 MB if you send by Gmail, or the files become a Drive link that needs data. 4. Never share a trip link in a public place; prefer links you can revoke and one per traveler. 5. After a change, tell the client what changed, not only that something did. 6. For packages in the EU, send the contract confirmation and formal change notices by email, on a durable medium. 7. Tell clients outside the EU and EEA, or traveling outside them, to check roaming with their operator. **How this guide was checked.** Every claim links to its source: GOV.UK’s Government Digital Service, Google’s Gmail and Drive help, MDN, the WebKit blog, the European Commission and Your Europe, and the Package Travel Directive in the Official Journal, all opened on 15 October 2026. The legal points are general information, not legal advice. We make Viaondo, and the paragraph about it describes its own published features. To compare the tools that send trips as apps, read our [guide to itinerary software for travel agencies](https://viaondo.com/itinerary-software-for-travel-agencies). ## Frequently asked questions ### Is a PDF itinerary still good enough? For a short trip with one hotel and few bookings, often yes. It costs nothing, prints well and works offline once the client saves it. It becomes a problem when times change, when a group shares the trip or when the file grows too big to send: every change is a new PDF, and clients may keep opening the old one. ### Can clients open a shared Google Doc or web page without data? Usually not. Most websites are unusable without a connection, as MDN’s guide to progressive web apps puts it; only web apps built to save their content on the device keep working offline. Ask clients to download a copy, or use a tool that saves the trip on the phone. ### How big can an itinerary attachment be? Gmail lets personal accounts send up to 25 MB of attachments; above that it replaces the files with a Google Drive link, which the client needs a connection to open. Work and school accounts have limits set by their administrator. ### Should the itinerary replace the booking confirmation email? No. Under the EU Package Travel Directive, the organiser or retailer must give the traveler a copy or confirmation of the contract on a durable medium, and inform them of contract changes on a durable medium. Keep those by email, and use the PDF, link or app for the day-to-day trip. --- # Travel documents offline: what clients need on their phone abroad - Title: Offline travel documents: what clients need on their phone - URL: https://viaondo.com/blog/offline-travel-documents-clients-phone - Markdown: https://viaondo.com/blog/offline-travel-documents-clients-phone.md - Updated: 2026-10-15 Which documents clients should keep offline on their phone, how boarding passes work without data, passport copies and privacy, 112, and a checklist. - By Pablo Bravo: https://viaondo.com/blog/author/pablo-bravo - Updated 15 October 2026 - 10 min read - Guides: https://viaondo.com/blog/category/guides ## Key takeaways - EU roaming at domestic prices covers the 27 EU countries plus Iceland, Liechtenstein, Norway, Ukraine and Moldova. It does not cover the UK by right, satellite connections on planes and ships, or most trips further afield, so plan as if the client will have no data. - Keep on the phone, saved for offline use: boarding passes and tickets, hotel vouchers with the local address, transfer details, the insurance policy and its assistance number, visa approvals, the agency’s contact and the emergency numbers of each country. - A boarding pass link in an email needs a connection. A pass saved in Apple Wallet or Google Wallet, or a screenshot where the airline accepts it, can be scanned offline, according to Emirates’ and Google’s help pages. - 112 reaches emergency services free of charge everywhere in the EU, and the Commission says it also works in some countries outside it, such as Switzerland and South Africa. Elsewhere, write the local numbers into the trip. - A passport copy on the phone is a useful backup and a sensitive file. Keep it behind the phone’s lock, out of chat apps, and delete it after the trip. **Short answer:** assume the client will have no data at the worst moment, and put on the phone, saved for offline use, everything they would need to show or read there: boarding passes and tickets, hotel vouchers with the local address, transfer details, the insurance policy and its assistance number, visa approvals, the agency’s contact and each country’s emergency numbers. Add a passport copy only behind the phone’s lock, and delete it after the trip. Most clients travel with a phone and expect everything to be on it. The phone is fine; the connection is what fails. The arrival hall where the roaming SIM has not registered yet, the ferry in open water, the national park with no coverage, the client who switched data off to avoid a bill. This guide covers where data runs out, which documents to keep offline, how airlines handle boarding passes without a connection, the privacy side of passport copies, emergency numbers and a checklist your agency can use for every trip. ## Why can’t clients count on mobile data abroad? Because roaming at home prices only covers part of the map, and even there the signal comes and goes. The European Commission says “Roam like at home” applies in the 27 EU countries plus Iceland, Liechtenstein, Norway, Ukraine and Moldova, not in the UK by right, and not on the satellite connections of planes and ships, which “usually have high surcharges” ([Commission, roaming](https://digital-strategy.ec.europa.eu/en/policies/roaming), updated 13 July 2026). Outside the EU and EEA, the EU’s [Your Europe roaming page](https://europa.eu/youreurope/citizens/consumers/internet-telecoms/mobile-roaming-costs/index_en.htm) warns that data roaming “can be expensive”. Add the ferry crossing, the mountain valley, the phone that has not found a network yet after landing and the client who switched roaming off to be safe. The rule for an agency follows: what a client needs in the first hour after landing, or anywhere without signal, has to be saved on the phone before departure. The rest of this guide is about what that means, document by document. If you are still deciding how to send the trip at all, our [comparison of PDF, link and app](https://viaondo.com/blog/send-itinerary-to-clients-pdf-link-or-app) looks at what each one does offline. ## Which documents should clients keep offline on their phone? The list below covers what a client may have to show or read with no connection. “Saved offline” means a copy stored on the phone, not a link to an email, a cloud folder or a web page that needs data to open. | Document | Why it matters offline | How to keep it | Backup | |---|---|---|---| | Boarding passes and e-tickets (air, rail, ferry) | Shown at security, the gate or on board | Airline app or phone wallet, saved after check-in | Paper, or a screenshot where the carrier accepts it | | Hotel vouchers and addresses | Check-in, and the taxi from the airport | Saved PDF, with the address in the local script | Printed page with the address | | Transfer details | Meeting point, driver’s name and phone | Saved in the trip, with the local time | Agency’s phone number | | Travel insurance policy and assistance number | Hospital, theft, canceled flight | Saved PDF of the policy and the 24-hour number | Printed copy, as the UK Foreign Office advises | | Visa approvals or travel authorizations | Some airlines check them before boarding | Saved PDF or screenshot of the approval | Printed copy | | Passport copy (photo page) | Loss or theft of the passport | Behind the phone’s lock, see below | Copy left with someone at home | | Agency and supplier contacts | Anything that goes wrong | Saved in the trip and in the phone’s contacts | Printed on the trip’s first page | | Emergency numbers of each country | When the phone has no data but can still call | Saved in the trip | Written down | The UK government’s [foreign travel checklist](https://www.gov.uk/guidance/foreign-travel-checklist), updated 5 June 2026, makes the same point from the traveler’s side: have a backup plan for accommodation details, flight details, passport details, contact numbers and the insurance policy “in case you lose your phone”, and print out health insurance documents. A phone is a single point of failure. The best setup is the documents saved on the phone and a short paper backup in the bag. ## How do boarding passes work without a connection? The barcode carries the data. IATA’s Resolution 792 sets the standard for the bar coded boarding pass, a two-dimensional barcode that conveys the boarding pass data “on a wide range of devices (paper and mobile)” ([IATA, common use](https://www.iata.org/en/programs/passenger/common-use/)). A scanner at security reads the code itself, so what matters is that the code is on the screen, not that the phone is online. What the airlines and wallets say, as of 15 October 2026: - **Emirates** says that to open the boarding pass from its email link, “you will need to be connected to the internet”, but that a screenshot of the mobile boarding pass “can be scanned at the airport as normal at any stage of your journey, without an active internet connection”, and that a pass saved to the iPhone Wallet works without a connection. It also says mobile boarding passes work at selected airports ([Emirates help](https://www.emirates.com/english/help/faq-topics/mobile-and-the-emirates-app/faq/what-is-a-mobile-boarding-pass/)). - **Google Wallet** says a saved boarding pass does not need an internet connection, while adding one from a screenshot does ([Google Wallet Help](https://support.google.com/wallet/answer/12059256?hl=en)). The same page says supported passes show real-time updates such as gate changes, which need data, so clients should still check the airport screens. - **Ryanair** moved to digital boarding passes in its app from 12 November 2025 and no longer lets passengers print their own ([Ryanair, 24 September 2025](https://corporate.ryanair.com/news/ryanair-confirms-wed-nov-12th-launch-for-100-digital-boarding-passes/)). On the first day, it reported that over 98% of passengers presented a digital pass and the rest, who had checked in online, received paper passes free at airport desks ([Ryanair, 12 November 2025](https://corporate.ryanair.com/news/day-one-of-digital-boarding-passes-huge-success/)). The practical rule for clients: check in online while they still have a connection, open the boarding pass once, save it to the airline app or the phone’s wallet, and keep the phone charged. A screenshot is a good backup where the airline accepts it, but each airline sets its own rules, so check them for every carrier on the trip. ## Should clients keep a passport copy on their phone? A copy is useful and sensitive at the same time. If the passport is lost or stolen, a copy of the photo page speeds up the report to the police and the application for an emergency document. The EU’s [consular protection page](https://europa.eu/youreurope/citizens/travel/security-and-emergencies/consular-protection/index_en.htm) says an EU citizen who loses their travel documents outside the EU, in a country where their own country has no embassy or consulate, can turn to another EU country’s embassy and will be issued an EU Emergency Travel Document to return home. The same copy, in the wrong place, is a gift to an identity thief. Tell clients: - Keep the copy in the phone’s protected storage or a secure folder behind the phone’s lock, not in a chat thread, a shared album or an unlocked email. - Leave a second copy with someone at home who can send it if the phone is lost too. - Delete it after the trip. A passport copy has no use between trips. The same principle applies to your agency. A passport scan you send by chat sits on several devices you do not control. Our [guide to client passports in itinerary software](https://viaondo.com/blog/client-passports-itinerary-software-gdpr) covers what the GDPR asks of an agency that holds them, and how long to keep them. ## Which emergency numbers and health documents should be on the phone? In the EU, one number covers everything. The European Commission says 112 is “available everywhere in the EU, free of charge”, from fixed and mobile phones, for ambulance, fire brigade or police, and that operators in many countries can answer in English or French as well as the national language ([Commission, 112](https://digital-strategy.ec.europa.eu/en/policies/112), updated 23 June 2026). The Commission’s roaming page adds that phones should receive a message on arrival in another EU country reminding the traveler of 112 and of alternatives for people who cannot make a voice call. Outside the EU, numbers differ. The Commission says 112 is also used in some countries outside the EU, such as Switzerland and South Africa. For every other destination, write the local police, ambulance and fire numbers into the trip, next to the address of the hotel, so they can be read with no data. For health cover inside Europe, the EU says clients should take their European Health Insurance Card on every trip ([Your Europe, health cover for temporary stays](https://europa.eu/youreurope/citizens/health/unplanned-healthcare/temporary-stays/index_en.htm)), but that it only covers care from public providers and does not cover rescue and repatriation, for which separate insurance is needed. Put the policy number and the insurer’s 24-hour assistance line on the phone, saved offline, and on paper. ## How does Viaondo keep travel documents offline? We make Viaondo, so this is the one section about our own product. The Viaondo [traveler app](https://viaondo.com/product/offline-and-updates) saves the whole trip on the client’s phone the first time they open their private link with a connection: the itinerary, hotel addresses in the local script, boarding passes, vouchers, insurance and the other documents you attach, plus each city’s guide with its emergency numbers. Before it says the trip is ready offline, the app checks every saved file against its expected size and SHA-256 fingerprint, so a half-downloaded voucher never passes as saved, and it shows a “Saved” mark with the time. The limits, so you can tell clients the truth: the first open needs a connection, the street map and new versions of the trip need data, and a trip larger than 25 MB asks before saving. The phone’s browser can remove stored data under storage pressure, and Safari clears a site’s storage after about a week without a visit; from three days before departure the app re-checks the copy and saves it again while online, and on an iPhone adding the trip to the home screen keeps the copy. Trip documents are deleted 30 days after the trip ends. A boarding pass that the airline only issues in its own app stays in that app. ## Checklist: offline documents before every trip 1. Before departure, list every document the client will show: boarding passes, tickets, vouchers, insurance, visa approvals. 2. Check which carriers require their own app for the boarding pass, and tell clients to check in online and save the pass while they still have a connection. 3. Put hotel addresses in the local script, and transfer meeting points with the local time, in the trip. 4. Add the insurance policy number and 24-hour assistance line, and remind EU clients to pack their EHIC as well, not instead. 5. Write the emergency numbers of each country into the trip: 112 in the EU, the local numbers elsewhere. 6. Ask the client to open the trip once at home, on Wi-Fi, and to check that everything shows with data switched off. 7. Tell clients where roaming at home prices stops: outside the EU area, in the UK unless their operator says otherwise, and on satellite connections on board. 8. Advise a passport copy behind the phone’s lock, a second copy at home, and deleting it after the trip. 9. Suggest one short paper backup: the first hotel’s address, the agency’s phone and the insurance number. 10. After the trip, delete the copies of documents you no longer need, on your side too. ## What should an agency not promise about offline documents? - Do not promise that a screenshot will be accepted. Each airline and airport decides. - Do not promise roaming at home prices outside the EU area. The client’s operator sets those prices. - Do not present a phone copy of a passport as a replacement for the passport. It is a backup for a report, not a travel document. - Do not say the trip “works offline” until the client has opened it once with a connection and you know it was saved. **How this guide was checked.** Every fact links to an official source: the European Commission and the EU’s Your Europe pages, GOV.UK, IATA, and the airlines’ and Google’s own help pages and press releases, all opened on 15 October 2026. The Viaondo section describes the product as it works on that date. This is practical guidance for agencies, not legal or medical advice. To compare how itinerary tools handle documents and offline access, see our [guide to itinerary software for travel agencies](https://viaondo.com/itinerary-software-for-travel-agencies). ## Frequently asked questions ### Do boarding passes work without an internet connection? A pass saved to the phone usually does. Emirates says a screenshot of its mobile boarding pass can be scanned without an active internet connection and that passes saved to the iPhone Wallet work offline, while the link in its email needs a connection. Google says saved boarding passes in Google Wallet do not need a connection. Check each airline’s rules, since not every airport accepts mobile passes. ### Should clients carry a copy of their passport on their phone? A copy helps if the passport is lost or stolen, and the UK Foreign Office suggests having a backup of passport details in case clients lose their phone. Keep the copy behind the phone’s lock or in a secure store, not in a chat thread, and delete it after the trip. The original is still what borders and airlines check. ### Does 112 work outside Europe? It works free of charge in every EU country. The European Commission says it is also used in some countries outside the EU, such as Switzerland and South Africa. For other destinations, give clients the local emergency numbers in writing before they leave. ### Is the European Health Insurance Card enough for a trip in Europe? No. The EU says the EHIC covers care from public healthcare providers during a temporary stay, but not private healthcare or rescue and repatriation, so clients need separate travel insurance as well. --- # Time zones and daylight saving time in client itineraries - Title: Time zones and DST in client itineraries: a guide - URL: https://viaondo.com/blog/time-zones-daylight-saving-time-itineraries - Markdown: https://viaondo.com/blog/time-zones-daylight-saving-time-itineraries.md - Updated: 2026-10-15 How to write flight and transfer times in a client itinerary: local times, the zone, the 2026–2027 clock changes, 23- and 25-hour days, and a checklist. --- # How long is a flight? What scheduled flight times actually cover - Title: How long is a flight? What scheduled time covers - URL: https://viaondo.com/blog/how-long-is-a-flight - Markdown: https://viaondo.com/blog/how-long-is-a-flight.md - Updated: 2026-10-15 The printed time is gate to gate and includes taxi. Why the same route differs each way, what connections add, and how to answer a client in one sentence. --- # Passport validity rules for travel: what agencies should check before booking - Title: Passport validity for travel: the rules agents check - URL: https://viaondo.com/blog/passport-validity-rules-travel-agents - Markdown: https://viaondo.com/blog/passport-validity-rules-travel-agents.md - Updated: 2026-10-14 The passport validity rules travelers hit: the Schengen 3-month and 10-year rule, the six-month rule, and the checks an agency runs before booking a trip. --- # Is it safe to keep client passports in itinerary software? What to ask before you choose - Title: Client passports in itinerary software: a GDPR checklist - URL: https://viaondo.com/blog/client-passports-itinerary-software-gdpr - Markdown: https://viaondo.com/blog/client-passports-itinerary-software-gdpr.md - Updated: 2026-10-13 What the GDPR asks of a small travel agency and its software vendor, and what nine itinerary tools publish about hosting, DPAs, sub-processors and deletion. --- # How much does travel agency software cost? Per seat, flat or per passenger - Title: Travel agency software cost: per seat, flat or per passenger - URL: https://viaondo.com/blog/travel-agency-software-cost - Markdown: https://viaondo.com/blog/travel-agency-software-cost.md - Updated: 2026-10-17 What itinerary software costs an agency of 1, 3 or 10 people, from the prices vendors list, and how per-seat, flat and per-passenger pricing compare. --- # EU Entry/Exit System (EES): what travel agencies should tell clients before they fly - Title: EES for travel agents: what to tell clients before they fly - URL: https://viaondo.com/blog/entry-exit-system-what-travel-agents-tell-clients - Markdown: https://viaondo.com/blog/entry-exit-system-what-travel-agents-tell-clients.md - Updated: 2026-10-10 The EU Entry/Exit System has been fully live since 10 April 2026. What travel agencies should tell non-EU clients, who is exempt and what to add to each trip. --- # Best itinerary software for travel agencies: 10 options compared - Title: Best itinerary software for travel agencies in 2026 - URL: https://viaondo.com/itinerary-software-for-travel-agencies - Markdown: https://viaondo.com/itinerary-software-for-travel-agencies.md - Updated: 2026-10-17 Ten itinerary builders and client apps for travel agencies compared: prices, pricing models, traveler apps, offline access, AI import and who each one suits. --- # One itinerary for every departure, on each traveler’s phone. - Title: Itinerary software and traveler app for tour operators - URL: https://viaondo.com/for/tour-operators - Markdown: https://viaondo.com/for/tour-operators.md - Updated: 2026-10-17 Duplicate a program for each departure and deliver it as a branded app that works offline. One update reaches every traveler. US$50 a month per agency. --- # One trip app for the whole group, with each traveler’s own documents. - Title: Group tour app for travel agencies and tour leaders - URL: https://viaondo.com/for/group-travel - Markdown: https://viaondo.com/for/group-travel.md - Updated: 2026-10-17 Forty people each need their own documents, and one change has to reach all of them. Viaondo gives the group one trip app and gives each traveler their own documents and seats. ## Why group trips are hard to keep in order - The WhatsApp group ends up serving as itinerary and help desk, and important messages get lost in it. - Tickets, vouchers and seat numbers are personal, but they end up in one shared PDF for everyone. - A change to the meeting point has to reach every traveler, and you can’t tell who saw it. - Group leaders ask you for the plan in a format they can check without data abroad. ## What Viaondo gives a group ### One group link or one per traveler Share the whole trip with a single link, or send each traveler a personal link that shows what’s shared plus their own documents and seats. [Traveler app](https://viaondo.com/product/traveler-app) ### Changes everyone sees When you publish a new version, the app shows each traveler what changed, before and after, and can send an email in each traveler’s language. [Offline and updates](https://viaondo.com/product/offline-and-updates) ### Meeting points and local times Transfers carry their meeting point and time, and every time is shown in the local time zone of its place, with the zone’s name. [Itinerary builder](https://viaondo.com/product/itinerary-builder) ### Offline for the whole group Each phone saves the trip the first time it opens with a connection, and the app checks the copy is complete before saying it’s ready. ### Each traveler in their language The app works in ten languages, so mixed groups read the interface in their own. You write the trip content once. ### Unlimited travelers The plan includes unlimited trips and travelers for US$50/month per agency, plus VAT where it applies, so a group of fifty costs the same as a couple. [Pricing](https://viaondo.com/pricing) ## How a group trip goes out 1. **Build the trip once.** Add the flights, transfers, hotels and activities to a single trip. 2. **Add each traveler and their documents.** Attach each traveler’s personal documents: boarding passes, tickets, insurance. For a group entering Europe, read [what the EES means for groups](https://viaondo.com/blog/entry-exit-system-what-travel-agents-tell-clients) before departure. 3. **Choose how to share.** The group link goes to the group leader or into the chat, and anyone with it sees the shared itinerary. Personal links go to each traveler, who sees the same itinerary plus their own documents and seats, and nobody else’s. 4. **Publish a change.** When a time changes, you edit it and publish. Every traveler’s app shows the change and, if you tick it, an email goes out in each traveler’s language. *In the app, documents are filed by traveler. With a personal link, each person sees the shared trip and only their own tickets.* ## What to know before you use it for groups ### What Viaondo does - Gives the group one trip app - Gives each traveler their own documents and seats - Shows each traveler what changed when you publish ### What Viaondo doesn’t do - Registrations and payments - Rooming lists - The group chat - An App Store or Google Play app: travelers open a web app from a link Emails sent on publish are capped per traveler and per agency each day, so for very large groups share the link in person or by QR code as well. ## What group organizers use today Most groups run on a PDF and a chat, and some agencies hand out an app. How each one holds up for a group: ### PDF and WhatsApp Free and familiar, and the chat is still the best place to talk. But one shared PDF puts everyone’s tickets in one file, and each change means a new PDF and a message that gets lost in the thread. [Viaondo vs PDF and WhatsApp](https://viaondo.com/compare/pdf-and-whatsapp) ### Vamoos A store app with in-app messaging and flight alerts. Every traveler has to download it first; Viaondo opens from a link, which is easier to get forty people onto. [Viaondo vs Vamoos](https://viaondo.com/compare/vamoos) ### TripIt Good for people who organize their own travel, but each traveler keeps their own account and forwards their own emails, so the group never gets one plan from you. [Viaondo vs TripIt](https://viaondo.com/compare/tripit) ## Frequently asked questions ### Do travelers see each other’s documents? Not with personal links: each person sees the shared trip plus only their own documents and seats. The group link shows the shared trip. ### Can I revoke a traveler’s access? Yes. You can close a personal link, and a traveler removed from the trip loses theirs. The next time the phone connects, the saved copy is deleted. ### Is there a limit on group size? The plan includes unlimited travelers under fair use. Emails are capped per traveler and per agency each day to protect deliverability. The trip itself is always available through the link. ### Does it replace the group chat? No. Viaondo has no chat. It replaces the shared PDF and the pinned messages with one trip app that holds each traveler’s documents and flags each change. Keep the chat for conversation. ## Try it with your next group Start the 14-day free trial and build one group trip with a few test travelers, or open the example app to see what each traveler receives. --- # Your travelers read the trip in their language, even without data. - Title: DMC itinerary software with a traveler app in 10 languages - URL: https://viaondo.com/for/dmcs-and-receptive-agencies - Markdown: https://viaondo.com/for/dmcs-and-receptive-agencies.md - Updated: 2026-10-17 Deliver each program as a branded offline app travelers read in their own language, with local times and pick-up points. US$50/month per agency. --- # A branded trip app for each client, with your name on it. - Title: Branded client app for independent travel advisors - URL: https://viaondo.com/for/independent-travel-advisors - Markdown: https://viaondo.com/for/independent-travel-advisors.md - Updated: 2026-10-17 Turn booking confirmations into a branded trip app in minutes. For home-based and independent advisors: US$50/month, no setup fee, no store app. --- # Did your agency send you a trip with Viaondo? - Title: Traveler help: open and save your trip | Viaondo - URL: https://viaondo.com/travelers - Markdown: https://viaondo.com/travelers.md - Updated: 2026-09-28 Your agency sent you a trip with Viaondo: open the link, add it to your Home screen and use it offline. No account and nothing to download. --- # Practical guides for travel agencies - Title: Travel agency blog: practical guides | Viaondo - URL: https://viaondo.com/blog - Markdown: https://viaondo.com/blog.md - Updated: 2026-10-17 Practical guides for small travel agencies: how to build itineraries, organize bookings and documents, sell better and keep up with regulations. --- # Clara Martín - Title: Clara Martín, growth and partnerships at Viaondo - URL: https://viaondo.com/blog/author/clara-martin - Markdown: https://viaondo.com/blog/author/clara-martin.md - Updated: 2026-10-17 Clara Martín works on growth and partnerships at Viaondo. Clara writes about how small travel agencies win clients, work with partners and present trips. --- # Pablo Bravo - Title: Pablo Bravo, founder of Viaondo: guides for travel agencies - URL: https://viaondo.com/blog/author/pablo-bravo - Markdown: https://viaondo.com/blog/author/pablo-bravo.md - Updated: 2026-10-17 Pablo Bravo founded Viaondo and builds it from Valladolid, Spain. He writes practical guides for small travel agencies on delivering trips clearly. --- # Guides - Title: Guides | Practical guides for travel agencies - URL: https://viaondo.com/blog/category/guides - Markdown: https://viaondo.com/blog/category/guides.md - Updated: 2026-10-17 Step-by-step guides for travel agencies on preparing itineraries and travel documents, and on supporting your clients throughout the trip. --- # Regulation - Title: Regulation | Practical guides for travel agencies - URL: https://viaondo.com/blog/category/regulation - Markdown: https://viaondo.com/blog/category/regulation.md - Updated: 2026-10-17 Entry rules and border systems such as the EES, package travel and data protection: what a small travel agency needs to know, in plain language. --- # Get in touch - Title: Contact Viaondo: sales and support for travel agencies - URL: https://viaondo.com/contact - Markdown: https://viaondo.com/contact.md - Updated: 2026-10-15 Write to us with questions about Viaondo or get help if you’re already a customer. If you’re a traveler, your agency is the best one to help you. --- # Crawlers and AI agents this site welcomes - Title: Crawlers and AI agents on viaondo.com - URL: https://viaondo.com/crawlers - Markdown: https://viaondo.com/crawlers.md - Updated: 2026-10-16 Which crawlers and AI agents can read viaondo.com, what each one does here, and the files we publish for machines: llms.txt, Markdown pages and agent briefs. --- # Viaondo vs Travefy - Title: Viaondo vs Travefy: pricing, traveler app and differences - URL: https://viaondo.com/compare/travefy - Markdown: https://viaondo.com/compare/travefy.md - Updated: 2026-10-17 Viaondo and Travefy compared: price per agency or per user, a traveler app with your brand, languages, offline access and AI booking import. --- # Viaondo vs MOGU - Title: Viaondo vs MOGU: proposals, traveler app and pricing - URL: https://viaondo.com/compare/mogu - Markdown: https://viaondo.com/compare/mogu.md - Updated: 2026-10-17 Viaondo and MOGU side by side: proposals and payments or trip delivery, the traveler app, offline access, languages and pricing for your team. --- # Viaondo vs Vamoos - Title: Viaondo vs Vamoos: price per agency or per passenger - URL: https://viaondo.com/compare/vamoos - Markdown: https://viaondo.com/compare/vamoos.md - Updated: 2026-10-17 Viaondo and Vamoos compared: a flat price per agency or per passengers a year, web or native app, languages, offline access and where data is stored. --- # Viaondo vs TravelJoy - Title: Viaondo vs TravelJoy: pricing, client app and differences - URL: https://viaondo.com/compare/traveljoy - Markdown: https://viaondo.com/compare/traveljoy.md - Updated: 2026-10-17 Viaondo and TravelJoy compared: CRM and payments or trip delivery, price per agency or per member, the traveler app, languages and offline access. --- # Viaondo vs Axus - Title: Viaondo vs Axus: pricing, traveler app and differences - URL: https://viaondo.com/compare/axus - Markdown: https://viaondo.com/compare/axus.md - Updated: 2026-10-17 Viaondo and Axus compared: price per agency or per seat, how clients open the trip, languages, offline access, AI import and where data is stored. --- # Viaondo vs Tern - Title: Viaondo vs Tern: pricing, traveler app and differences - URL: https://viaondo.com/compare/tern - Markdown: https://viaondo.com/compare/tern.md - Updated: 2026-10-17 Viaondo and Tern compared: price per agency or per seat, a web app or a store app, branding, languages, offline access and AI booking import. --- # Viaondo vs TripIt - Title: Viaondo vs TripIt: agency trip app or traveler organizer - URL: https://viaondo.com/compare/tripit - Markdown: https://viaondo.com/compare/tripit.md - Updated: 2026-10-17 TripIt is a free trip organizer your clients run from their own account. Viaondo is a trip app with your brand that your agency builds and updates. --- # Viaondo vs Safari Portal - Title: Viaondo vs Safari Portal: pricing and traveler app - URL: https://viaondo.com/compare/safari-portal - Markdown: https://viaondo.com/compare/safari-portal.md - Updated: 2026-10-17 Viaondo and Safari Portal compared: flat price per agency or plans from $299/month, traveler app, languages, offline access and AI booking import. --- # Viaondo vs Wetu - Title: Viaondo vs Wetu: pricing, traveler app and differences - URL: https://viaondo.com/compare/wetu - Markdown: https://viaondo.com/compare/wetu.md - Updated: 2026-10-17 Viaondo and Wetu compared: price per agency or per user, a supplier content library, the TravelKey app or a web app, languages and offline access. --- # Viaondo vs mTrip - Title: Viaondo vs mTrip: own store app or a link-based web app - URL: https://viaondo.com/compare/mtrip - Markdown: https://viaondo.com/compare/mtrip.md - Updated: 2026-10-17 Viaondo and mTrip compared: a published flat price or a quote by itinerary volume, your own store app or a web app, GDS links, languages and offline use. --- # Viaondo vs ChatGPT - Title: Viaondo vs ChatGPT: a trip app, not a text - URL: https://viaondo.com/compare/chatgpt - Markdown: https://viaondo.com/compare/chatgpt.md - Updated: 2026-10-17 ChatGPT drafts an itinerary in a minute. Viaondo turns your documents into an app your client carries, every fact sourced and checked. --- # Viaondo vs PDF and WhatsApp - Title: Viaondo vs PDF and WhatsApp: when to switch to an app - URL: https://viaondo.com/compare/pdf-and-whatsapp - Markdown: https://viaondo.com/compare/pdf-and-whatsapp.md - Updated: 2026-10-17 Sending the trip as a PDF on WhatsApp works until you deal with changes, groups and time zones. See what an app adds and when to switch. --- # 5 Umapped alternatives for small travel agencies - Title: 5 Umapped alternatives for small travel agencies - URL: https://viaondo.com/alternatives/umapped - Markdown: https://viaondo.com/alternatives/umapped.md - Updated: 2026-10-17 Umapped closed on 8 October 2025. Five alternatives for small agencies: Viaondo, Travefy, Axus, Vamoos and Tern, with prices, traveler apps and trade-offs. --- # 6 Travefy alternatives for small travel agencies - Title: 6 Travefy alternatives for a flat price or a branded app - URL: https://viaondo.com/alternatives/travefy - Markdown: https://viaondo.com/alternatives/travefy.md - Updated: 2026-10-17 Six Travefy alternatives for small agencies: Viaondo, TravelJoy, Tern, Axus, mTrip and Vamoos. Flat or per-user prices, branded offline apps, the gaps.