Tour / Departure - Providers - Transport


🎬 🍿 Watch our Product Feature tour to learn more


A Transport Provider is one who provides transport options for your clients while they are on their Tour, such as a helicopter flight, water taxi, etc.


This is also where you would add an external provider who provides custom transfers for your business, so that email communications can be sent to them. They don't have to be added to a specific day, or group of days. Just add them once so that you can email them, and an attachment will give them all the details they need. Learn more about custom transfer movements here



The functionality works the same as for Accommodation Providers. Learn more about Provider functionality here


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.


Departure Level | Provider | Transport



The Transport Provider view lists:

  • a day by day list of the transport provider names for that day; 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
  • 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. 



To add another Transport Provider to a Tour


  • From the Tour | Provider/Supplier | Transport tab
  • Click the + Transport button
  • 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/Defaults

  • Move to the Provider | Details tab , where you are able to manage details of the booking with this Provider
    • The details you add or edit here are used for all new bookings added to this tour
    • Any changes you make can be pushed to existing Bookings by clicking the Push to Bookings button (the fields with a green semi circle are the fields which will be pushed)


Defaults for an Meal Provider at Tour level

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

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



To Manage Booking selections


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

Tour | Provider | Transport | Bookings

Learn more about managing Booking level Provider records here

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



Provider Info


Provider 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 info here

https://support.myodyssey.app/article/708-tour-departure-provider-provider-info-tab


Tour | Provider | Transport | Provider Info

Online Form Comments


For Odyssey clients who use the Cognito Forms Advanced Module, Providers can submit their data back to you via an online form. Any comments they add on the online form will be record automatically herre.

Tour | Provider | Transport | Online Form Comments

Payments


Notes relating to finance, for this provider, can be recorded here.


The total to pay this provider can be recorded here, along with the amount paid. The balance owing is then calculated.

Tour | Provider | Transport | Payments

Notes


Notes for Office: Add any Office related notes about this Provider, in relation to this Tour. These notes can be pushed to the Guide notes, by clicking the button.   These Notes show on the Tour | Provider | Allprovider tab. And are also visible on the Accommodation tab, by hovering over the pencil.


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 Trip, such as "The helicopter flight will be leaving strictly on the scheduled time, so please arrive 20 minutes before departure, to allow plenty of time to check in".

    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.