Tour / Departure - Provider - Booking tab

Adding Client Bookings to a Provider

• At the Tour | Provider | Bookings | Client Selections tab
• If this Provider needs to be added to all client bookings on the Tour click the Add to All button
• or if just some client bookings need to be added to this provider, click the + Quick add button

• new bookings added to the Provider will be assigned settings which are defined in each Provider's Details/Defaults tab

• Here, all client bookings have now been added to this Provider

• The Charge tick can be switched on on off from this view, without the need to open any records!  Simply click on an x to make it a √, or click on the √ to make it an x

• use the < > buttons to move to the next or previous provider on this tour

Edit selected

To make changes to multiple bookings at once:

• at the Tour | Provider | Accommodation/Transport/Activity/Meal tab, click on Bookings
• then tick the tickbox beside the bookings you wish to change, or click the tickbox at the top to select all
• then choose edit # selected

• Add selections

• On this screen you are able to change:
  • the provider/supplier product
  • meal option
  • rate clients per room
  • booking status exception
  • charge
  • retail price override

  • or RRP override

    
    
• Click the Apply to all Days if you wish these selections to be made to all days of the Tour, for the selected clients
• or click Apply selections if you just wish to change these selections for these days for the selected clients

• Remove selections

• On this screen you are able to remove:
  • the provider/supplier product
  • rate clients per room
  • clients peer room
  • meal option
  • notes - office
  • booking status exception
  • charge
  • price override

• Tick the boxes for the selections you wish to remove/empty out
• Click the Remove selections only button if you wish to remove these selections for the selected clients
• or click Delete booking assignments if you just wish to change these selections for these days for the selected clients

For

Transport Providers, where a transport option is repeated on more than one day of the tour,

or

Accommodation Providers, where an accommodation option is repeated on more than one day of the tour

there is the option to Apply the selections for just the current 1 day, or Apply these settings to all Days for that provider.

To review the details for each individual booking with a Provider

Client Selections

• From the Tour | Provider | Booking | Client Selections menu

• click on the client's record

Details

Changes can be made to:

• Provider Product (e.g. Penthouse suite)
• Rate option (e.g. 2 pax)
  • Use these last two options together, when you have two people sharing one room, and set them up as sharing, to ensure the number of rooms required is calculated correctly
• PAX per room (eg 2)
• Meal option (e.g. Breakfast, Breakfast and Lunch)
• Charge for this item (a small x indicates it's not being charged to the client, a tick indicates it is.  Click on the x or √ to change the setting.  Hover text explains each setting)

• Agent Commission calculation
• Booking Status exemption (If this booking's record with the provider has a different status to the rest of the Tour)
• Price override (enter a New Booking price)
• Use the Apply to All Days button if you wish to push these changes through to every day of the tour, for this booking.

Notes

• Enter any Notes for the Office or Finance teams

Itinerary

Notes for inclusion on this Booking's Personal Itinerary can be added here, such as their room number.

• Tick if you wish this to show in the Itinerary and App
• Tick if you wish the time for this Note to be displayed on the Itinerary (and edit the time if required)
• Click the eyeball to view the compiled text

Bookings | Sharing

The Sharing tab enabled you to make selections as to who is sharing with who, room sharing "instances", and what the client's generic accommodation preference is

Room Sharing Instance

In this example, Chris and Isabelle are sharing a room.

• Click on Chris' record and select a room sharing instance of 1
• Click on Isabelle's record and select a room sharing instance of 1
• both of them have a green indicator beside their names to indicate they are sharing a room
• The Client's sharing field beside each name shows who is sharing with who
• repeat for each couple who are sharing
• assign people in single rooms to an instance of their own, too (but remember to ensure they are using a 1 person room rate, and only 1 pax per room on the Client Selections | Details tab)

Generic Accommodation Preference

• Select a generic (e.g. double, single, queen with ensuite) accommodation preference, if that's the way your business operates.
• Alternatively, specific room selections can be made in the Client Selections | Details | Product tab.

Room Summaries

These fields are used in email communications to Providers, and are uneditable, as they are a summary of selections made for this Provider.