Travel Agency Internal Tools Portal
A travel agency's team was losing hours daily to repetitive tasks like sending client questionnaires, writing emails, and compiling data across scattered documents. An internal tools portal was built that automates these workflows and centralizes operations.
The Challenge
The travel agency’s operations team was drowning in repetitive daily tasks. When a corporate collaboration request came in, an employee had to manually draft a personalized email, attach a qualification questionnaire, wait for responses, and then manually transfer the answers into a spreadsheet. Client data was scattered across email threads, shared documents, and multiple spreadsheets with no single source of truth.
Each individual task took only a few minutes, but combined they consumed hours every week. Emails were inconsistent because each team member wrote them slightly differently. Questionnaire responses were sometimes lost in inboxes. The agency needed a way to standardize and streamline these repetitive processes so the team could focus on what actually matters: building client relationships and crafting great travel experiences.
The Solution
An internal tools portal was built as a single interface where the entire team accesses their daily work tools.
Collaboration request system. When a corporate inquiry arrives, an employee enters the client details into a simple form. The system automatically generates a personalized email with a qualification questionnaire attached, formatted in the agency’s brand voice and ready to send.
Client questionnaire flow. The client receives a link to a structured questionnaire. Once completed, responses are automatically captured in a Google Sheets table: organized, comparable across clients, and accessible to the entire team without digging through emails.
Email generation. Templated emails are prepared with personalized fields such as company name, contact person, and budget range. The team sends consistent, professional communications every time without writing each message from scratch.
The portal runs on Node.js and Express, integrated with the Google Sheets API through Apps Script. Security measures include email domain whitelisting, token expiry, input sanitization, and protection against formula injection.
The Result
Processing a collaboration request dropped from 20 minutes to 3 minutes. All client questionnaire data is automatically structured, searchable, and accessible in one place. Outgoing emails are consistent and professional across the entire team, eliminating errors and inconsistencies. The portal is designed to be extensible, allowing new tools to be added as needs evolve without disrupting existing workflows. Sometimes the most impactful solution is not the most complex one, but the one that removes daily friction from the team’s work.