Tour / Departure - Providers - Accommodation

Once a Departure/Trip/Tour has been created, you can continue populating it with Providers

Providers are any entity which provides a service to your client, whether that is accommodation, transport, meals, or activities, etc.

When the Departure is first created, it will automatically be populated with Providers who were listed on the Master that this Departure is based on. You can edit these provider records, change them to other providers, update the provider products (e.g. the room type), and provider status (e.g. confirmed, waitlisted) here.

For more detailed information about providers, please see " Provider Types" and "Provider Facilities" 

The Provider accommodation view lists:

• a day by day list of the accommodation provider names for that night; the provider's location is listed underneath the name
• IF the provider's location is different to that defined in the Tour level Daily Location, then an orange text field will indicate the Tour level Daily Location
• an house icon indicating the "manual" address feature, such as those for an Air BnB who may not be a regular accommodation supplier to you. Learn more about manual addresses here
• a bag icon indicating if there is a corresponding bag movement to that day's accommodation provider
• the count of rooms required
• the unique room selections made on each day
• the Provider's reference, if applicable
• an indicator that on the master, this provider has been set to be Included for all bookings
• the booking status with that provider (waitlisted, confirmed, etc)
• a button to allow you to populate all provider records with that same provider booking status (fill down from the top provider status)
• a button to allow you to take a look at the Provider's details (address, contact names, etc)

Delete all - this button deletes all records, in case you wish to start over

Update from Master - this button will delete all existing tour and booking level records, and add new ones back in from the Master

When a new tour is created

• if a Provider listed on the Master,
  • has a tick on "Included - add to each booking",
  • then all new clients added to a tour at tour creation time, are assigned to that Provider
  • and any bookings created at the time the tour is created are assigned to those Providers too

  • Any other Provider records on the Master, which don't have the green tick on "Included - Add to each bookings", are considered optional, and can be manually assigned to clients at Tour level by clicking the "+" for that Client's name on the pop up for that Provider/Activity, etc. 

    
    

To add a new Provider to the Tour

• From the Tour | Provider/Supplier | Accommodation tab
• Click the + Accommodation button (in this case we have used an Accommodation tab, but this works the same for all provider types)

• At the next screen, the next sequential date in the tour is selected
• change the date by using the < > arrows, if required
• then, choose whether you want your list filtered alphabetically by Provider Name, or by location
• Then select the provider of your choice

• A message will appear confirming which provider you have selected, and asking you to either cancel or say Yes to proceed

Details

• Move to the Provider Details tab , where you are able to manage details of the booking with this Provider

• Odyssey will have automatically created a Provider record for the next sequential day in the departure, unless you specified otherwise. For example, if you already have an accommodation record for Thurs 23 November, it will automatically create the new accommodation record for Fri 24 November. You can modify this date here by using the < > arrows )

Learn more about managing Tour | Provider | Details/Defaults here

https://support.myodyssey.app/article/707-tour-departure-provider-details-defaults-tab

Bookings

• If all bookings on the Tour need to be added to this provider there's a new 'Add to All button'
• or if just some clients need to be added to this provider, click the Quick add button

• Any new booking that gets added to a Tour, has the same provider records as defined in the tour level selections, applied automatically

Learn more about managing Booking level Provider records here

https://support.myodyssey.app/article/706-tour-departure-provider-booking

Provider/Supplier Info

The Tour | Provider | Provider info tab allows you to view and manage Supplier reference numbers, view online form feedback (for users of Odyssey's Advanced Cognito Forms module), and payments

Learn more about managing Booking level Provider records here

https://support.myodyssey.app/article/707-tour-departure-provider-details-defaults-tab

Notes

Notes to/for Staff - paperwork:  If your business conducts guided tours, here you can leave notes for the guides in relation to this provider.  Perhaps it could say "Please leave luggage in the store room, pin code 7853", or "Timing is flexible, please contact the day before to confirm".

the Notes label will change to read:

Notes if there are no notes

Office with a tick if there are office notes

Guide with a tick if there are guide notes both, if there are both lots of notes

Itinerary & App

The Itinerary App Text tab provides you with

• a non editable field, displaying the Itinerary text for this Provider (for your reference only)
• an editable field, displaying Product text for this Provider/product (the green border around the outside of this field indicates that it is editable). This allows you to add any content which is relevant to everyone in your Departure, such as "The dining room will be closed for a private function this evening, so talk to the host about alternative meal arrangements", or "The host has confirmed a dinner reservation for your group at 7pm" There is a Refresh from Provider button to refresh that Product text from the providers record, if you wish to start over.
• a tickbox to indicate if this text should be displayed in the Itinerary or not. This can still be altered when creating the Itinerary.

• 

  a Client Notes button: This great feature opens up the Client's Itinerary Notes about this Provider, so it's ideal to add something which is unique to each client on this Departure, for example, their room number or booking reference with this provider.

Alerts

There are occasionally alerts in red to indicate to the user that something may need their attention. Hovering over those alerts will provide tips as to what the issue is.

1. Bag movements on the Movement tab do not match this day's selected Provider - go to the Movement tab and change the movement if necessary

Note that it's at booking level where the real data needs to be correct, as this is what drives the Manifest and the bag labels!

2. If the Daily Location District for this day, in Daily Locations, differs from the District of this provider, then the Daily Location District will appear in red to draw your attention to this. (Sometimes, this will be correct - e.g. when there are insufficient providers at the daily location district to accommodate your guests, but other times, it could be that you have chosen an incorrect provider )

   
   
   
3. Notes from Providers. If you have a Provider alert recorded for this specific Departure, an alert will show beside the Provider Product field. Learn about that Here

Or, there may be some important information you need to know about a Provider - perhaps they are closed on certain days or dates, or have a waiting list - the sort of thing you might stick on a post-it note.  If you have written such a note on the Provider record, when you select that provider from a drop down list in Tours/Departures, you will get an alert at Tour level on the Provider record.

Task status and Fill down 

The task column reflects the status of this Provider task, i.e. if it is confirmed, booked, cancelled etc.

Select the orange triangle button beside a task to change the status

The fill down button above the orange triangles allows you fill down the task status of the first provider record to all the other provider records

The minus sign is a delete button which allows you to delete this Provider record

Provider Details

Hover in the space under the heading P Details (Provider Details) to activate an orange field which will allow you to view edit details about this provider.  Here you can view contact and address details, facilities offered by this provider, the departures booked, products offered, prices, etc.  These fields are not editable in this view.

• In the Provider Notes for Itinerary, when the Admin default settings switch is set to black, the text block will be COPIED into the Departure records at the time they are created. They do not remain live, they will not reflect any changes made here after the Departure record has been made. They can be individually refreshed from each Departure record when that is required.
• There is a two headed arrow which allows you to refresh this content from the Provider record.