Luxury travel concierge · Travel & Hospitality · Build 05
A luxury travel agency's command center — intake to itinerary to payment.
The concierge designs bespoke journeys for high-net-worth travelers, run entirely from ClickUp. We architected their workspace, automated intake and client provisioning end-to-end, and built a brand-native command-center portal: travelers, journeys, roadmaps, suppliers, and payments in one elegant surface ClickUp itself can't render.
60s.
Client intake, down from 30+ minutes
22.
Automation deliverables, documented in plain English
0.
Duplicate clients — email-match dedup enforced
52.
Seeded test records for a risk-free launch
The brief
Thirty minutes of setup per client, and none of the data was visible.
The problem
The agency ran intake, trip planning, and payments across disconnected tools — form submissions re-typed into ClickUp, client folders built by hand, payment totals tallied manually. Every new client meant ~30 minutes of setup and a real risk of duplicate records.
And the data that existed was invisible: 20+ custom fields per traveler, relationship graphs between travelers, journeys, and suppliers — none of it surfaced as a daily 'here's what I need to know' view.
The solution
Blueprint first, then build: intake that lands structured in ClickUp, client workspaces that provision themselves, an automation mesh that keeps the lifecycle honest, and a command-center portal — behind 'Sign in with ClickUp' — that shows what the UI can't.
01 · The CRM
Travelers, journeys, and suppliers — as one relational system.
A complete operational spec, published as a brand-native document the owners could actually read — an 8-phase workflow map from inquiry to post-travel survey — became the ClickUp build: 20+ fields per traveler, relationship graphs between travelers, journeys, and suppliers, templated client folders that build themselves the moment a trip moves to 'Design in Progress.'
- 8-phase workflow, spec'd before built
- Client folders provisioned automatically
- New vs. returning detected
app.clickup.com — the travel OS
212
travelers
38
active journeys
1:many
traveler → journeys
Whitfield party — Amalfi
journey
Chen family — Kyoto
journey
Villa Aurelia
supplier · linked
journey hits Design in Progress → its template task list creates itself
02 · The intake pipeline
From form to fully linked records in under a minute.
New-client and returning-client forms flow straight into ClickUp: traveler profile and journey record created, every answer — multi-selects included — mapped to custom fields by internal UUID, both records linked relationally. Then 15 automations and 4 scheduled scripts keep every stage honest: notifications with built-in checklists, overdue escalation, mid-trip check-ins.
- 30+ minutes → under 60 seconds
- Zero duplicate records
- 15 automations · 4 scheduled scripts
jotform → clickup
Intake form submitted
Traveler record created
family members linked as relations
Admin alerted
travelers onboarded hands-free
211
no more copying booking details between tabs
03 · The command-center portal
One page each morning that knows what the day holds.
A Next.js portal that reads ClickUp live and shows what its UI can't: departure countdowns in oversized serif, a daily briefing, due-today / due-this-week / gap-task stacks split by assignee, passport renewals before they bite. 'Sign in with ClickUp' on their OAuth2 — the team logs in with the account they already use every day, so there's no new password to remember, and access is limited to members of their own workspace.
- Reads ClickUp live — no second database
- Sign in with ClickUp: no new password, workspace-restricted
- Journeys, roadmaps, payments, suppliers — every screen a ClickUp list
- Traveler binders rendered from ClickUp Docs via the v3 API
Sign in
Uses your ClickUp account. Access is limited to members of the Solene workspace.
Built by Baroud Studios
I've concealed this client's name and data to protect their privacy. The agency appears here under the fictional name “Solene,” and every traveler, staff member, trip, supplier, and figure on these screens is invented — only the design and the workflow are real.
The outcome
Intake went from 30+ minutes to under 60 seconds, with zero duplicates — and the team opens one page each morning.
Intake went from 30+ minutes to under 60 seconds, with zero duplicates. The team opens one page each morning and knows exactly what the day holds.
Scoped to the client's actual budget — a fixed-fee MVP first, the portal delivered as included value on top — and the engagement has already extended into a second phase. The same shape fits any high-touch service business: concierge medicine, luxury real estate, private-equity ops.
Want a system like this one?
A 30-minute call to map what you have to what you need. Fixed-fee where the scope is known, $100/hr beyond it, and everything documented so your team runs it without me.
I've concealed this client's name and data to protect their privacy. The agency appears here under the fictional name “Solene,” and every traveler, staff member, trip, supplier, and figure on these screens is invented — only the design and the workflow are real.
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