What is included in the Tern library?
Templates for trip building: Save templates across various itinerary items to re-use and save time later. Document re-usable activities, full itineraries, photos, cruises, and suppliers that you often refer back to.
Communication: Collect contacts, trip interest, and more via forms and then turn the emails you send often to clients into templates to avoid time re-writing each time.
Management: Create workflows that organize the tasks in your planning process and then auto-apply those workflows to contacts or trips at different trigger points to save you time.
Getting started with your library: Guiding principles
Focus on the essentials that give you and your advisors immediate wins. Start with your top priorities only and then build on the rest over time.
A strong foundation in your library makes everything else easier. Set up your Tern library to define your end to end process. Focus on the tasks you do on a daily basis, the emails you send, and what you refer back to for each client or trip to define what you want to re-use. Consider doing this before inviting your team to Tern or building trips. This ensures every booking—past, present, and future—lands in a clean, organized system.
How to audit your current library when moving to Tern
Before you begin: Make a list of your top 3-5 priorities
What destinations do you book most?
Which suppliers do you use weekly?
What client emails do you send repeatedly?
Trip building
Supplier Library
Add your top most-used suppliers
Supplier Website
Booking Terms
Cancellation Policies
Include contact details and booking processes
(You can add more later—focus on what advisors need immediately)
Pro tip: Note the date you updated the supplier in the bottom of the Description free text field,—this will help remember when a supplier was last "touched" for auditing purposes later. Suggested details to include for each supplier are below.
Activity Templates
Create templates for your most common activities
Use your top destinations only
Organize these templates into folders based on destination or supplier
Make the folder shared with your agency = easy access for advisors when they begin. Learn how to use folders.
Itinerary Templates
Build 2-3 templates for your signature trips
Keep them simple and easy to customize
Communication
Email Templates
Suggested starter pack
Welcome email - Tern explanation
Booking confirmation
Final payment reminder
2-3 of your most-sent client communications
Save to folders for easy access by your team!
Management
Create Basic Workflows
Set up simple workflows for your standard process with top suppliers
Standard booking workflow (intake → quote → booking → travel)
Workflow for Supplier #1 (your highest volume partner)
Workflow for Supplier #2 (your second highest volume partner)
Pro Tip: Keep workflows simple at launch. Your team can refine them once they're comfortable with the system.
Best practice: Quality check across your library
Test a sample itinerary using your templates
Send yourself a test email from each template
Walk through one workflow start to finish
You're Ready! You can use Tern and invite your advisors with confidence, knowing they have the tools they need to succeed from day one and you have the ability to build on resources as you go.
Reminder: You can always add more templates, suppliers, and workflows as your team grows comfortable with Tern. Start lean, build momentum. We do not recommend trying to bring everything you ever used or sent a client into Tern. In Tern, you can fully customize your process. Define your client journey from start to finish with your highest priorities is the first step!