Every school group travel enquiry, scored before your inbox
Ask whether the trip is school-authorized, how many students are traveling, and which services are needed, then collect the school's authorization letter and route budget-approved trips straight to your CRM.
The exact intake your school group travel leads complete
This is the real 6-question guided intake for School Group Travel — the same flow your customers finish before you ever pick up the phone.
What a qualified school group travel lead should tell you
Planning support for trips organized on behalf of a school — a class, grade, or activity group traveling together with staff or chaperone oversight — where the intake needs to confirm school authorization, headcount, and budget status before inventory gets held.
- Authorized By School Organize
- How Many Students Expected
- Trip This
- Current Stage This Trip
- Services This Trip
- School Have Approved Budget
The questions your team needs answered
Every school group travel intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| Are you authorized by the school to organize this trip? | A 'yes' confirms the requester has actual authority to commit the school to a trip, which is the strongest single signal that inventory won't be held for nothing. |
| Approximately how many students are expected to travel? | Student count determines vehicle capacity, lodging blocks, and pricing tiers, so larger groups typically need earlier outreach to secure inventory. |
| What type of trip is this? | Domestic, international, and single-day trips carry different lead times and documentation needs, so this answer shapes what your team asks next. |
| What is the current planning stage of this trip? | Planning stage separates a group still comparing options from one with dates locked or budget approved, which directly changes how fast a booking call should happen. |
| Which services does this trip require? | Knowing which services are needed upfront lets your team assemble an accurate quote instead of a generic response. |
| Does the school have an approved budget range for this trip? | A confirmed budget range indicates the school has cleared internal approval, making the trip meaningfully more likely to convert than one without funding in place. |
How Cliont scores school group travel leads
Every answer is weighted automatically — no manual review required.
Value signals
- Authorized By School Organize: yes
- Just exploring options
- Dates and destination set
- Budget approved, ready to book
- Trip already booked, needs changes
- School Have Approved Budget: yes
Disqualifiers
- Not sure yet
See the lead your team receives
School Group Travel Lead
From first click to qualified lead
Follow hosts and planners through one smooth, guided flow.
They land & meet you
Your video greeting plays instantly — a real face instead of a blank form.
They explain the event
Smart questions adapt to their event and capture the full scope.
They add inspiration
Inspiration photos and event details come attached, so you can quote fast.
You get a ready lead
Scored and qualified — waiting for you to win it.
Built for school group travel workflows
| Cliont capability | School Group Travel application |
|---|---|
| Weighted lead scoring | School authorization and approved budget range carry the heaviest weights, so a confirmed, funded school trip scores well above an unauthorized inquiry with no budget in place. |
| Multi-select service capture | The services-required question (transportation, lodging, meals, activities, chaperone coordination) tags each lead with exactly which logistics your team needs to quote, instead of a generic 'interested' note. |
| Planning-stage branching | The planning-stage answer (exploring, dates set, budget approved, or already booked needing changes) lets you route booking-ready trips differently from early-stage nurture leads before you commit hold dates. |
| Document collection | Requesting a signed school authorization letter alongside the intake answers gives your team a paper trail before allocating inventory to a trip that isn't formally approved yet. |
Common school group travel lead scenarios
Budget approved, ready to book
A teacher or trip coordinator confirms school authorization and an approved budget range, with dates and destination already set — this combination scores highest and should reach your team fast.
Just exploring, not yet authorized
Someone answers 'no' on school authorization and selects 'just exploring options' for planning stage — the intake flags this for nurture follow-up instead of holding inventory on a trip that may never get approved.
Large international group, budget pending
A request for 100 or more students on an international trip with no approved budget yet needs different handling than a small domestic day trip, since services required and lead time both expand.
Existing trip needs changes
A coordinator selects 'trip already booked, needs changes' — this signals a different kind of conversation than a fresh booking and routes accordingly.
Small single-day domestic trip
Under 20 students on a single-day domestic trip typically needs fewer services (no lodging) and moves through the pipeline differently than a multi-day, multi-service group.
Connect Cliont to your workflow
Send leads
HubSpot, HighLevel, Salesforce, JobNimbus
Book events
Google Calendar, Outlook Calendar, Calendly
Notify your team
Email, SMS, Slack
Automate follow-up
Zapier, Webhooks, API
Simple, transparent pricing
Choose the plan that works for your business.
Professional
Unlimited intake forms and leads for your growing business.
- Unlimited intake forms
- Custom video greetings
- AI-powered voice bot
- English + Spanish support
- Automatic lead scoring
- Digital estimates & e-signatures
- Photo, video & file upload
- Advanced analytics dashboard
Pay Per Lead
Only pay when you receive a qualified lead.
- Unlimited intake forms
- Custom video greetings
- AI-powered voice bot
- English + Spanish support
- Automatic lead scoring
- Digital estimates & e-signatures
- Photo, video & file upload
- Charged only for submitted leads
More group travel intake templates
School Group Travel lead-intake FAQs
How does the intake confirm the requester is actually authorized by the school?
The form asks a direct yes/no question about school authorization, and that answer carries the highest weight in the scoring model. Unauthorized inquiries (parents or students exploring on their own) still come through but score lower, so your team can prioritize confirmed school contacts.
Why does the intake ask about an approved budget range instead of just a headcount?
Headcount tells you scale, but budget approval tells you whether the school is actually ready to commit funds. Both feed the scoring signals, but a confirmed budget range combined with authorization is what separates a bookable trip from a speculative inquiry.
Can the intake still capture leads who don't know their student count or trip type yet?
Yes — both the headcount and trip type questions include a 'not sure yet' option so early-stage planners aren't blocked from submitting. Those leads simply score lower until more detail is confirmed.
How does the intake differentiate domestic, international, and single-day trips?
Trip type is a dedicated single-choice question, and the answer affects which services get discussed downstream, since international trips typically require more lead time and documentation than a single-day outing.
What happens to leads who are still 'just exploring options'?
Planning stage is scored on a scale from exploring to budget-approved, so early-stage enquiries land in your CRM with a lower score rather than getting treated the same as a ready-to-book trip — useful for deciding who gets a booking call first.
Does the intake cover chaperone coordination, or just transportation and lodging?
The services-needed question is multi-select and includes chaperone coordination alongside transportation, lodging, meals, and activities, so your team knows upfront whether staffing logistics are part of the request.
Turn school group travel visitors into qualified events
Give every school group travel visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you reply with a quote.