I.
Create your account.
A 60-second sign-up gets you a 15-day free trial. No credit card.
→
Go here
Sign up
/pages/signup.html
- Pick an agency name. This is what shows on every proposal, invoice, and share link. You can change it later in Settings.
- Use the email you actually check. Magic-link sign-ins, lead alerts, and payment confirmations land here.
- Verify your email when the welcome message arrives. A few features (sending, public profile) wait on this.
Tip: If you already applied to the beta, you'll have an invite link — use that instead so your trial extends to match your invite terms.
II.
Brand your agency.
Spend 5 minutes here. Everything you send — share links, invoices, intake forms — picks up these settings.
- Upload your logo (square works best — it's used as the avatar on share links).
- Set your accent color to match your existing brand. This drives buttons and accents on every shared page.
- Pick your default currency. You can override per-trip later, but this is what new quotes default to.
- Add your contact info — phone, website, social handles. These show on your public profile and proposals.
III.
Set up your encrypted card vault.
Do this before sending your first pay link. The vault is end-to-end encrypted — without a passphrase, even Navio can't read submitted cards. So we need yours first.
- Choose a Secret Key (passphrase). 12+ characters, memorable to you. Write it down somewhere safe — we cannot reset it.
- Enable two-factor authentication when prompted. The vault requires it.
- Save your fingerprint. The 16-character code shown after setup is what clients verify when submitting a card. Stash it in your password manager.
Why this matters: Lose your passphrase and the cards inside become unreadable forever. There is no "forgot password" — that's the trade-off for true end-to-end encryption.
IV.
Build a lead intake form.
This is the link you'll drop into your email signature, Instagram bio, and website. Every submission becomes an inbox alert plus a draft client.
- Start from the "New trip inquiry" template. It already has the right questions; trim what you don't need.
- Add 2–3 qualifying questions — budget range, departure month, traveler count. The right friction filters out tire-kickers.
- Copy the share link and paste it into your email signature today. Don't wait.
V.
Add your first client.
Even if you're moving an existing client over, do one manually first — it shows you what fields matter on Navio.
- Create the household first, then add travelers underneath. Couples and families get one record, not three.
- Capture passport details and birth dates for each traveler now. You'll thank yourself the first time you book a cruise.
- Note their preferences — aisle vs. window, dietary, anniversary dates. The detail you remember is what makes them call you for the next trip.
VI.
Build a trip and send a proposal.
The big one. Most advisors get from blank-trip to sent-proposal in under 30 minutes their first time.
- Pick the client and set dates. Drag the day count later if it changes — the itinerary shifts with it.
- Add components day by day — flights, hotels, transfers, activities. Drag to re-order; click any item to add cost, supplier, confirmation #.
- Use the Library for descriptions you've written before. Hotel write-ups, day intros — drop them in instead of re-writing.
- (Optional) Build alternate options. Add a second or third option to the same trip — clients can compare side-by-side.
- Click
Share. Choose whether prices are visible. Copy the link and email or text it to your client.
Tip: Open the share link on your phone before sending — that's how 80% of clients will read it. If something looks weird, fix it first.
VII.
Send an invoice and collect payment.
Once they say yes, this is the difference between a quote and a booking.
- Link it to the trip. Line items pull straight from your itinerary — adjust if needed.
- Set a payment plan if you take deposits. Add milestones (e.g., 25% now, 75% 60 days out). Auto-reminders fire 7 days before each due date.
- Send the pay link. Clients enter card details into your encrypted vault — only your passphrase decrypts them.
- Mark paid as you process each payment with the supplier. The trip moves to Booked in your pipeline automatically.
VIII.
Make it yours.
By now you've sent something real. These are the corners of Navio worth exploring next, in roughly the order they pay off.
- Public profile — turn it on at
/pages/agent.html so your card shows up in the directory when prospects search.
- Suppliers — at
/pages/suppliers.html, add your private rates and contacts on top of the 60+ platform suppliers.
- Library — every time you write a great hotel description or day plan, save it at
/pages/library.html. Future-you will steal from past-you constantly.
- Marketplace — at
/pages/marketplace.html, browse curated supplier offers and trip kits you can drop into a quote.
- Calendar & tasks — at
/pages/calendar.html and /pages/tasks.html, your travel dates, payment-due dates, and follow-ups in one place.
- Live meetings — start a video room from any trip page. Browser-based, no Zoom account needed.
- Invite your team — if you work with associates, add them in Settings → Agency. Each gets their own login and their own vault.
IX.
When you're stuck.
There's a chat bubble on every page once you're signed in. We answer it ourselves — fast.
- For "how do I…" questions, the in-app chat is fastest. Real human, no ticket forms.
- For feature requests, send them anyway. We're a small team and we read every one.
- For something on fire — a stuck payment, a broken share link, a client who can't open their portal — chat or email and we'll jump in.