How to manage "outsourced" shuttle and bike hirers

Some of our clients have their own company shuttle solutions for passenger, bag and bike movements, and their own bike stock. Other clients outsource some, or all, of these services.

For those who outsource them, set up as follows:

1. Provider Set up

"Shuttle" service and bag movement providers

Set up Shuttle operators (taxis, custom shuttles, etc) for these external providers as "Transport" Providers (PT3), remembering to include their email addresses so that emails can be sent to them
Their Provider Products can be "Bag Transfers" "Client Transfers" and "Bike Transfers"
create seasonal rate records as usual. (If you don't use rates in Odyssey, there still has to be a record, even if it is empty.)
under movements and notes for the Provider, tick the boxes for "Moves Client and/or Bike" and/or "Moves Bags" as appropriate

Bike hirer providers

These need to be set up as another Provider
- so you can have e.g. "My Transport Provider (shuttles and bags)"
- and "My transport Provider (bike hires)"
Set external bike hirers up as "Other" Provider types (PT5), remembering to include their email addresses so that emails can be sent to them
Their products can be "Bike Rental", "Panier Rental" and so on
create the seasonal rate records as usual
add any notes about the booking process with this provider under "Office Notes"

At Departure Level

Departure | Provider

All the Providers need to be set up at Departure level as Providers, so that emails can be sent to them. Remember to store the appropriate "output" attachments, before sending emails,

Regular bike shuttle options are turned off, only use custom shuttle movements

Accommodation Providers

Set up as normal from the Departure | Provider | Accommodation tab
apply to Client bookings also

Shuttle, Bag and Bike Movement Providers

on the Departure | Provider | Transport tab,
add shuttle, and bag and bike movement providers for each day required
the product will be Client, or Bike or luggage transfers, etc
apply to Client bookings also

Adding a Transport Provider for shuttles, bag and bike movements, to the Departure

The Departure | Provider | Transport tab showing all transport providers

Movements

Now, each movement to be arranged with the provider needs to be entered:

From the Trip | Movements | Transfers tab, click + Custom to add a custom movement.
Ensure the correct date has been seelcted
Enter a Description for the movement
Enter Locations To and From
Enter a time for the movement
Enter a price, and any notes for the Itinerary
From the drop down list at the bottom of the screen, select the Provider who is handling this movement

Alternatively, if this is not an outsourced movement, leave that provider field empty, and on the Notes tab, select your own driver and vehicle

To obtain a list of all transfers for the month, click on the View full month button at the bottom of the transfers page

Click the "View Full Month" button to obtain a list of monthly transfers

When you send an email to the Transport provider, ensure you have Stored and attached the "Currently being developed" Transfers required (or Transfers Required (just luggage) paperwork, which is a Departure specific report, giving the provider a record of each client's name and Departure, and the movement requirements

From the Departure | Outputs menu, select Transfers Required, or Transfers Required - Just luggage, and store the attachment

Bike hirer Providers

on the Departure | Provider | Other tab,
add bike hiring providers
the product will be Bike Rentals, or Panier Rentals, etc
repeat this for each day of bike hire
apply these bike hires to Client bookings also

Adding an Other Provider, for Bike Rentals, to the Departure

The Departure | Provider | Other tab showing all bike hirer providers

Emails and attachments

Bike Details to bike hirers

When you send an email to the Bike Hirer provider, ensure you have Stored and attached the "Bike/Equipment Rentals" paperwork, which is a Departure specific report, giving the provider a record of each client's name and Departure, their height, the dates the bikes are required, which accessories, a briefing time, and a starting location.

From the Departure | Outputs menu, select Bike/Equipment Rentals, and store the attachment

The "Bike/Equipment Rentals" paperwork to be sent to the Bike hirer

Departure | Movements

Shuttle Transfers

In the Departure | Movements | Transfers tab, add + Custom movement
Select a From and To location, time, etc,
Select the Transferring shuttle service from the drop down list
tick the appropriate boxes for Charging, agent commission, etc.

At booking level
Ensure that each booking level record has a shuttle, or bike movement record, and/or a bag movement record.

Bag Transfers

In the Departure | Movement | Bag tab
set up a record from Provider, to Provider, with the Daily bag Product etc
from the drop down list in the pop up window, select the Bag Movement Provider, and then that Provider shows in the regular bag movement view
tick the boxes for charging, Agent commission, etc

remember to apply these bag movements at PAX level, also

The Departure level Bag movement tab will then look like this

The Departure level Transfer movement tab will then look like this

Garmins

Add Garmins to the Vehicle tab

Emailing Providers

Bike hiring records - Review and Store the "Bike/Equipment Rentals" form from the Outputs menu, and attach that to emails

PAX/bike/Bag Movements - Review and store the new Transfer Manifest report. This will automatically create an output for each provider on this tour, showing pax, bike and bag movements required.