Tour / Departure - Movement - Transfer or Custom Shuttle

🎬 🍿 Watch our Product Feature tour to learn more

A Custom Shuttle (or otherwise known as a Transfer) is used when a standard Shuttle time/date does not match the needs of a group booking. Custom Shuttles can be created and charged for to provide the flexibility or needs of the group booking. These are generally a private shuttle with no other 'non' group people able to book on it.

These are a flexible Tour level elements that lets you pick when a group will be picked up, and moved somewhere else on the trail, to your depot, or to their accommodation, etc.

Custom shuttle settings can be defined at Master level. If a custom shuttle has been defined on your master, it will automatically be added to your Tour.

The Custom Shuttle transfer tab displays:

The status of the movement (confirmed, on hold, etc)
The Date of the movement
Details, including a Description and the To and From locations
the name of the External Transfer Supplier, if one has been selected
The number of people, bike, and bag movements have been assigned to each of these movements
how charging is applied - whether all clients split the total cost, or pay an individual amount
Any notes that have been entered
Whether the movement will show on the Itinerary
Whether the movement has been pushed to the Rostering app, for any clients who use that Advanced Module

To add a Custom Shuttle to this Tour

From the Tour | Movements | Transfer or Custom tab

Click the + Transfer or Custom button

The Custom Movement | Details screen appears

Details

Type a Description for this Movement, e.g. Airport pickup
Check that the date is correct, adjusting using the calendar tool if required
Enter a start and end location. These are freeform fields, so you can type any text that suits your requirements, e.g. "Queenstown Airport", or even "outside the Pig and Whistle"
Select the departure of the custom shuttle time from the hour and minute drop down lists, and set am or pm
Select the status of the transfer, e.g. Confirmed, on hold, cancelled
If you don't operate the shuttle run yourself, choose an external operator from the drop down list:

Note: this field will not be available to select from if a vehicle or driver from your own company has already been assigned to this transfer. Remove them first, then the External Transfer Provider drop down list will be available to select from.
Add this External Provider as an "Other Provider" too, so that you can then use the Provider email tab to email this provider as required

In the top left corner of every custom movement tab is a count summary of movements on this tour

Prices/Defaults

From the Prices/Defaults tab, tick Charge for these Items, if this Custom Transfer will potentially be chargeable for clients. (If not, leave it unticked)

Once the tick box has been ticked, the following settings appear, for you to make your preferred selections. (Individual clients can still make their own selections later; these are the Defaults)

Tour | Movement | Custom Movement | Prices - Charged Individually (as opposed to Split equally)

Select whether the rate is to be charged individually or split equally amongst the group:

If individual is selected

enter a price per person in the Client Box, and whether there are additional charges for Hire Bike, Own Bike, or Bag movements.

If split equally is selected

enter a price in the Rate field, e.g. 120,
Then select the number of people sharing the cost, e.g. 2, and Odyssey will calculate the per PAX price and display it to you

Tick/untick the following tick boxes as required:

Charge for these items
Agent commission calculation
Print on the Itinerary. This is currently set to be on, by default.
Show price on the Itinerary. This can't be ticked on, if you have unticked "Print on the Itinerary"

Account Code

Select a General Ledger income account code to assign the retail price to, from the drop down list

Push to Bookings

Click the Push to Bookings button if you wish all existing bookings on this Tour to receive these new settings. If you don't do this, the existing bookings will retain their own settings, and only new clients will receive these new default price settings.

Bookings

To apply this shuttle transfer to each booking:

From the Tour | Movement | Custom | Bookings tab
click the Quick Add button

Tour | Movement | Custom Movement | Bookings

Click on a Booking level record to edit the details if required:

Click on a booking level record to edit it's details

Click the tickboxes to choose if it is simply a passenger booking, or if they are adding a hire/own bike to the shuttle, and a bag.
Click the Override button to edit the default price
Click the tickbox if this item is chargeable
Click the tickbox if Agent commission applies to this movement
click the tickbox if this item should appear in the Itinerary, and in the Mobile app

Learn more about managing Custom Shuttles at Booking level here

Notes

The notes tab provides you with an opportunity to record a range of notes for the Office team, the Driver, and for the Finance team. As you add them, a tick will appear in the Notes tab to indicate that there is a note.

Here's a tip! IF your company is operating the Custom Shuttle then you can select the Driver and the Vehicle from the drop down lists at the bottom of the Driver notes screen.

This is not an option if you are outsourcing this custom shuttle to another operator.

Tour | Movement | Custom | Notes - Finance Notes

Select the Driver from the drop down listSelect the Vehicle from the drop down list
IF the Accounting ( Xero API ) Advanced Module has been activated by Creative Technology for your Odyssey set-up, there will also be a General Ledger cost drop down list

As you add booking records, a live count of numbers of pax, bikes, and bags on this custom shuttle movement appears

A live count of numbers of PAX, bikes, and bags on this custom shuttle movement

To change an existing custom shuttle movement

Click once on an existing custom shuttle movement entry to edit it

To learn more about managing and viewing custom shuttles, click here