Help
Step-by-step articles for your first 30 days. Each one covers a single task, what you will see when it works, and the problems people run into. Everything here describes CloudCape as it works today.
Getting started
Create your account, sign in safely and find your way around.
Create your account and sign in
Sign up with an email and password or with Google, activate your account from the emailed link, and sign in.
Turn on two-step verification
Add a code from an authenticator app to your sign-in, and keep backup codes in case you lose your phone.
Read your Home page and notifications
What each tile on Home means, where the Needs attention lists lead, and what the bell counts.
Work through your tasks and your day
Find your open tasks, tick them off on the trip, and use Agenda to see what is happening on a given day.
Agency and team
Set up your agency and bring your team in with the right roles.
Set up your business profile
Fill in the business details clients see, the links that email templates use, and your brand colour.
Invite a team member
Send an invitation as Staff or Member, and know what the person sees when they accept it.
Team roles: change a role or remove someone
What Owner, Staff and Member can do, how to switch a person between Staff and Member, and what removing someone does.
Leads, clients and travellers
Keep one record per person and bring existing clients in.
Add a lead or a client, and find them again
Create a lead, give it a name, create a client directly, and use search on the Clients and Leads lists.
Move a lead through its stages and win it
Change a lead's stage, and see how marking a lead Won turns it into a client.
Add a traveller to a trip
Build a trip's roster from new people or existing contacts, mark the booking contact, and see what is still missing before booking.
Import a roster from a CSV file
Upload a spreadsheet of travellers to a trip, preview what will happen, and import the clean rows.
Build an intake form and share it
Start from a template, publish the form, send the link, and read the answers on the trip and the person.
Trips and itineraries
Create a trip, capture the brief and build the itinerary.
Create a trip
Start a trip for a lead or client, choose its type, and land on the trip workspace.
Capture the trip brief
Record where, when and how much on the Where and When & budget tabs, so the rest of the trip works from one place.
Build a day-by-day itinerary
Add days and items on the Options tab, link items to prices, reorder them, and duplicate an itinerary.
Move a trip through its statuses
Change a trip's status by hand or with the task panel, close one as lost, and see which moves happen automatically.
Proposals and the client portal
Offer options, publish a proposal and see what your client decides.
Price a trip with price lines
Set your default markup and fees, add price lines for each booking, and read the totals your client will see.
Offer your client more than one itinerary
Create several itineraries, then either choose one for the proposal or publish them all as options for the client to pick.
Publish a proposal and manage versions
Freeze the proposal, share the one client link, publish updates as new versions, and withdraw a version.
See what your client decided
What a client can do on the proposal link, and where you see their approval, revision request or selections.
Payments
Collect money from clients and track what is due.
How client payments are set up
CloudCape takes client payments through Stripe, set up once for the whole CloudCape server by an administrator.
Request a payment from a client
Create a payment request or a schedule on the trip's Payments tab, then email the Stripe link or copy it to send yourself.
Record a payment made outside CloudCape
Log a cheque, bank transfer or other payment so the trip's balance stays right, and record costs you paid suppliers.
Track money owed and commission
Use the Finance page for what is due and received, and the Booking tab for commission on each trip.
Messages and calendar
Email, the inbox, consultations and your calendar.
Connect your email
Link your Gmail, Outlook or other mailbox so client email sends from your own address and sits beside your trips.
Email one or more clients
Write to clients from the composer, use a template and variables, send now or schedule, and check what was sent.
Set up your consultation booking page
Define your free consultation, open online booking, and see how clients book, change and cancel.
Connect your calendar
Block busy time from Google Calendar, push trips to it, or subscribe to your CloudCape calendar from another app.
AI tools
Connect your own AI assistant and use the tools built in.
Connect Claude or ChatGPT
Give your own AI assistant access to your agency over MCP, approve it once, and disconnect it whenever you like.
What your connected AI can and cannot do
The things your assistant can read and change, how skills guide it, and the limits built in.
See CloudCape on your own book
Book a 30-minute demo. Bring your own AI, free: connect the assistant you already pay for.
Book a demo