Master - Providers

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A provider is an organisation which provides a service to your business, whether that is for Accommodation, Activities, Transport, Meals, or something else

The various Provider types are set up Here in your system settings.
Create your own Providers from the Provider List in the Main Menu. Learn more Here

Each Trip Master defines which Provider/s are generally used for each activity.

Note that Providers can be swapped out at the Departure and Booking level, and changes to content (e.g. Itinerary content, or check in times) can be made at that level too

Master | Providers | All

The All Providers button provides you with a summary list of all Providers assigned to this Master, showing the Day Number, Provider Name, if a Meal Product has been added, the Provider Type, whether the Provider record should be charged to the client, and any internal office notes.

To add a new Provider

Move to the Provider type you wish to add, e.g. Accommodation / Activity / Transport / Meals / Other and click the + Provider button
Add any providers which will be automatically added to any Departures/Trips based on this Master. Substitutions can be made in the Departure itself, and in Bookings.
Remember that Masters are seasonal, so ensure you have selected the correct season for populating this master
Any new tours created, based off this master, will have the new Provider records that you have added or changed
Existing tours will not be automatically updated, but can be manually updated by using the "refresh from Master" button on the Provider tab. This provides maximum flexibility, ensuring staff have full control over existing bookings.

Accommodation

We have used an Accommodation Provider in our examples below, but the same process applies regardless of which provider type you are working with

To add any Provider to this Master

Click the + Accommodation (or + Activity or + Transport or + Meals or + Other button)
A "Choose a Provider" window appears
Choose if you wish to filter the provider list by the Provider name, or by it's Location
Select which letter of the alphabet is the first letter of the provider name or location

Filter the list by name, or Location, and choose the initial letter, then click to select the Provider

Click once on the Provider of your choice to select it
A message will appear asking "Is this the correct Provider to Continue". If Yes, click Yes, or otherwise cancel and try again

Are you sure this is the correct provider?

For the ‘ Name ’ based search Odyssey needs:

The Provider must have a L1 (Trail, Country, Category, etc) assigned to it
Provider Type 1 (or Provider Type 2) etc… which it gets based on the + Add button)
1st letter of Provider Name = Letter selected

The ‘ Location ’ based search Odyssey needs:

Location 1st letter
Provider Type 1 etc (the + Add button fills this in)
The Provider must have a a L1 (Trail, Country, Category, etc) assigned to it

The Provider has now been added to your master, and you can continue populating the details required from this Provider on your Master. (e.g. Room selection, check in time, notes and Itinerary content)

Your Provider record has been added .... ready for you to customise it

Details

Tickbox for Show All - if you wish to change the provider, ticking this box will allow the drop down list to show all of the Providers used on this L1 (Trail/Country/Category)

Day number - the day number of the tour that this provider is used is displayed, and it can be moved by using the < > arrows. The location of the selected day is shown above the field.

Product - select the Provider product from the drop down list, e.g. single room, bunk room, luxury suite. The view to this field can be turned on or off at Master level, to meet your own requirements.

Rate Option - select the Rate option that this Product will be charged at, from the drop down list

Event/Check in Time - select the event or check in type required for this provider on this master, if different to the default time set at Provider level

Meal Included - Select from the drop down list, what meal type, if any, is typically booked with this provider

Payment type - Select from the drop down list, the payment type preferred by this Provider

Charge for this item - tick the tickbox if this Provider record should be charged for over and above the base trip costs

Notes

Office Notes: Enter any internal office notes about this product, e.g. it can only be booked in addition to other accommodation, or add $100 to the package price if using this product, or this is suitable for guide accommodation only.

Staff/Guide Notes: Enter any notes about this product for staff/guides, e.g. speak to the manager to request additional heating in this room. Notes entered here will appear on Guides outputs.

Itinerary and App

Any additional notes for the Itinerary and Ody Trips app, unique to this Master, can be entered here; record any text that you would like your client to know about this provider's product on their itinerary. Anything entered here on the Master will be in ADDITION to any text stored on the Provider and Product Product.

Activity

An Activity Provider is one who provides fun activities for your clients while they are on their Departure, such as a winery visit, visiting a chocolate factory, or a penguin tour.

Transport

Transport Providers generally provide transport services such as train rides, or helicopter flights.

If this Master includes one of these transport options, add a new record for it by clicking the Add Transport button. Note, these Providers will be included in your Master, but any additional or substitutions can be made in the Departure or Booking level.

Meals

If your package includes visiting a local pub or restaurant, add it to the Master. These meal Providers will be included in any subsequent Departure or Bookings, but additional or substitutions can be made at the Departure or Booking level

Other

Other Providers can be places such as your own Depots, an I-site location, or Info centre.