Trips are two projects, badly joined
There's the planning, which happens over weeks on a laptop, mostly in browser tabs. Then there's the trip, which happens on a phone, often without much signal, and needs about six specific things at specific moments: the booking reference, the address, the train time, the thing you meant to see. The tools that are good at the first part are useless at the second, and the phone-side fix is usually a screenshot pile.
One room called "Portugal"
A MoveMyWork workroom holds files, links, notes, to-dos and a whiteboard for one subject, and it's the same room on the laptop and the phone. Make one per trip and name it after the place. It doesn't need anyone else in it. (The general idea is on the organising-your-projects page; this is the travel version.)
Files: the things you'll be asked for
Two folders in the Files tab is plenty:
- Bookings. Flight, train, hotel and hire-car confirmations as PDFs. Forward-then-download from your email once, so you never search for "booking reference" in a queue again.
- Documents. Travel insurance schedule, the itinerary a tour company sent, a scan of anything you'd want a copy of if your bag went missing. Take a look at our plain-English security notes first and decide for yourself what you're comfortable keeping anywhere online.
Links: the ideas pile, with an address
Every recommendation, article and "we should go here" goes into the room's chat panel as a link. On your phone: copy the link, open the room, paste. On the laptop it's already there. Pin the ones that turn into actual plans so they sit at the top; leave the rest as a scrollable maybe-pile. This replaces the seventeen tabs you're scared to close.
To-dos: the ones with dates
The To-Do tab is for the things with a deadline hiding in them:
- Check the passport expiry against the entry rules (some countries want six months)
- Book the airport parking or the train to the airport
- Tell the bank you're travelling, if yours still wants to know
- Buy the adapter, the sun cream, the specific cable
- Packing list - one to-do per item is fine; ticking them off is the point
Whiteboard: the rough itinerary
Draw the days as columns and drag the ideas across. It doesn't need to be tidy. A five-minute sketch of "Tuesday: old town, that restaurant, night train" beats a spreadsheet you'll never open again, and it's on your phone when you're standing in the old town.
On the trip
The phone side is the web app in your browser, or an icon if you add it to your Home Screen. Open the room, tap Files, tap the booking. Pinned links at the top of the chat are the day's plan. If someone else is coming, they join the room with the six-character code or the QR and see the same bookings and the same list - no forwarding.
Honest limits
Free is 3 GB of storage and files up to 250 MB each, which is many trips' worth of PDFs. Links, notes and to-dos never expire; files on the free plan are kept for 30 days from upload, so drop the bookings in during the last month before you go, or use Pro if you want the archive to outlive the trip. It's a website, not a native app, so it needs a connection - screenshot the two things you'll need where there's no signal.
When you're home
Keep the room if you're going back. Otherwise, download the Files as a zip, delete the room, and the next trip gets a fresh one. The broader method is in one room per project.