Content Library & Documents

Content Library, AI Prompts and Writing Rules sit in the sidebar’s Communicate group, for admins and managers. The Content Library and Writing Rules are what the Quote Builder's Write descriptions writes your days from. The Documents hub, for customer and supplier paperwork, is in the Operate group.

Content Library

Content Library stores your own descriptions of sites, hotels, experiences, restaurants, cruises, transfers, day structures and phrases — written once, at every comfort level:

  • Category pills — All and one pill per category, each with its count
  • Search — Find entries by name, description, or location
  • Cards — The category, name, location, short description and tags, with All tiers or 2/4 tiers and a badge per tier (grey when that tier is still missing)
  • Add Content — Opens the editor; click an entry's name or the pencil to edit it, or the bin to delete it with all its tiers
  • Add categories — Creates the standard categories you don't have yet, each with its own fields in the editor. A new library starts here: content needs a category.

The Editor

  • Basic information — Category, Name, Short Description, Location and Tags
  • Category details — Fields that suit the category, such as a hotel's star rating and room types or a restaurant's cuisine and dress code
  • One tab per tier (your tier names, from Your Vocabulary) — Title, Description, Highlights, Inclusions (for some categories) and Internal Notes, which never appear in itineraries. Only tiers with a description are saved.

Screenshot: Content Library with category pills and counts, the search bar, and content cards with their tier badges

Tiers matter: Write descriptions uses the entries that match what each day includes — its sites, hotel, cruise and experiences — in the version for the trip's tier. When that tier is missing it uses another tier's text and says so; the cards show which tiers are missing. A cruise's day-by-day is used for each sailing day, a Day Structure for its city shows how such a day reads, and Phrases marked for Itineraries are used where they fit.

AI Prompts

AI Prompts (AI Prompt Templates) keeps your own prompts for AI writing, grouped by purpose: Full Itinerary, Day Description, Site Description, Email, WhatsApp, Summary, and Transfer. New Template asks for:

  • A Name, Purpose and Description
  • A System Prompt and a User Prompt Template, with {{variable}} placeholders
  • The Model, Temperature (0–2) and Max Tokens
  • Set as default for this purpose — the default is marked with a star; there is one per purpose, and it cannot be deleted

Each template can be viewed (the eye icon), edited, or deleted, and the copy icon copies its prompt text. These templates are a reference for your team: the AI features do not read them yet.

Screenshot: AI Prompt Templates grouped by purpose, with the default marked by a star

Writing Rules

Writing Rules are your house style. Add Rule asks for:

  • Rule Name and Description — what the AI reads (rules for All or Itineraries are used by Write descriptions; Email and WhatsApp rules are not read yet)
  • Category — Tone, Vocabulary, Structure, Formatting, or Brand (also the filter pills at the top)
  • Rule Type — Must Follow, Preferred, or Avoid
  • Priority from 1 (low) to 10 (high), and Applies To: All, Itineraries, Emails, WhatsApp
  • Bad Examples and Good Examples — shown as “Avoid” and “Better” when you expand a rule

Rules are listed by type and priority. A rule you no longer want is deleted; there is no on/off switch.

The AI follows your rules when it writes an itinerary — your highest-priority ones: up to 5 Must Follow, 3 Preferred and 5 Avoid. It reads each rule's name and description; the examples and Applies To are for your team and are not used by the AI yet.

Screenshot: Writing Rules with the category pills, rules grouped by Must Follow / Preferred / Avoid, and one rule expanded with its Avoid / Better examples

Documents

Documents (Operate group) is a hub that points you to where each kind of paperwork is made:

  • Customer Contracts — Made from an itinerary: its Documents menu has the itinerary PDF, the contract and the invoice (see Itineraries)
  • Supplier documents — Five kinds: Hotel Vouchers, Transport Vouchers, Cruise Vouchers, Guide Assignments, and Service Orders (meals and entrance tickets)

To make supplier documents, open an itinerary and click Supplier docs — its services are grouped by supplier for you. All Supplier Documents lists them by status (Draft, Sent, Confirmed, Completed, Cancelled); from a document, send it by Email or WhatsApp and Mark Confirmed when the supplier confirms.

Screenshot: Documents hub with Customer Contracts and the five supplier document types

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