Add New Tour

Owned by Jen Mejia (Unlicensed), created
Last updated: 22 Sept, 2023 by Steve Cullen
12 min read

The Tours menu is where all Tours are created and maintained.

Instructions

Walk through the first 5 tabs of tour setup

 

Step-by-step guide to adding a new tour via the ResPax Web Application.

Quick References

 

From the main menu, click Tours

  1. Click Tour Maintenance

  2. Click Add New Tour

Select Tour Details tab

  1. Select Enabled to make the tour available to internal Staff

  • Tour Details

  1. Add Tour Code (mandatory)

  2. Add Tour Name (mandatory)

  3. Add Tour Description

  4. Select Tour Type (mandatory)

  5. Select Tour Category

  6. Select Operator Notification (mandatory)

  7. Select Operated By (mandatory)

  8. Select Owned By (mandatory)

     

  • Options

  1. Select the Option for the tour to be RON Enabled to make the tour available on The ResPax Operator Network (our distribution channel)

  2. Select the Option for the tour to be ResWeb Enabled to display the tour on your direct Online Booking Engine

  3. Select Allow Zero Price Booking if a passenger type with no price can still make a booking
    (see Understanding Zero Price Bookings)

 

 

  • Options

  1. Enable Free Sell Availability if the tour has no resource requirements at the top level

 

  • Tour information

These Tour information field display on 4 main tabs next to the image gallery on the Booking page

  1. Add Long Description to set the text for the Overview tab on the booking form

  2. Add Levy Description to set the text for the Levy tab on the booking form

  3. Add Additional Information to set the text for the What to Bring tab on the booking form

  4. Add Includes Description to set the text for the Inclusionstab on the booking form

  5. Add Comment prompt to set the text for the Requirements Comment label on the booking form

  6. Add Availability Message to set the text for the Time Page on the calendar modal

  7. Click on Save

Read more on Tour Types [URL]

 

Select Times tab

  • Add/Edit Time

  1. Add Tour Time (mandatory)

  2. Select Enabled and/or Web Enabled (mandatory)

  3. Select Default time if required. (only 1 default time per tour)

  4. Click Save

     

  • Edit Times

  1. The Default time can be edited from within Edit Time, but not from the list

  2. Click pencil icon to edit Tour Time

  3. Click bin icon to delete Tour Time

 

Select Fares tab

  1. Click on Add Basis

  2. Add Name (mandatory)

  3. Add Description

  4. Enable applicable Options

  5. Click Save

  6. Click Add Subbasis

  7. Add Name

  8. Add Pax Per Room (Used for accommodation only)

  9. Enable applicable Options

  10. Click Save

  11. Click pencil icon to edit newly created Basis at any time

  12. Click Area Pickups (button is active only when Area Pickups Enabled)

  13. Tick applicable AREA / STOPS
    The list of stops will be all Route Stops of all the routes attached to this tour. Staff can control the locations available in the Pickup and Dropoff transfers section on the OBE Booking form by enabling or disabling the Route stops. The Area Pickups need to be configured for each Basis, if enabled.
    (By default it is disabled so locations on all route stops are included for each Basis)

  14. Click Save

Read more on Basis and Subbasis [URL]

 

Select Prices tab

  1. Click on Add Price Range

  2. Add From Date (mandatory)

  3. Add To Date (mandatory)

  4. Tick applicable Days

  5. Select Basis (mandatory)

  6. Select SubBasis (mandatory)

  7. Select Passenger Type (mandatory)

  8. Select Currency

  9. Tick Force Save if applicable

  10. Add Cost

  11. Add Sell (mandatory)

  12. Tick Tax Exempt if applicable

  13. Add Levy

  14. Tick Tax Exempt if applicable

  15. Select Agent Organisation or

  16. Select Agent Category or

  17. Select Agent Type

  18. Click Save

     

  • Select applicable Filters (Agent Code, From Date, To Date) when searching for Price Range

  • Tick Hide expired checkbox to hide prices with a TO date that is in the past

  • Select Show Extended Filters to utilise Basis, Subbasis, Passenger Types, Currencies, From Sell, To Sell

  • Click Apply Filters

  • Click on pencil icon to edit Price Range at any time

  • Click on bin icon to delete Price Range at any time

Read more on Agent, Category and Type Prices [URL]

 

 

 

 

Select Media tab

Hero Images

Only 1 hero image can be enabled at any time. The Hero image is used on the Tour card in the tour list but not on the booking form

  1. Click inside Upload Hero Image box and Choose a file to upload or

  2. Drop a file inside Upload Hero Image box to upload
    (NB : The Hero image is disabled by default and will need enabling see item 7 & 8 below)

  3. Click bin icon to delete Hero Image

  4. Click pencil icon to Edit an Image

  5. Add Description

  6. Select Order

  7. Select Enabled accordingly

  8. Click Save

Gallery Images

There can be 6 x Gallery Images enabled at any time. These display in the Tour Info section of the booking form.

  1. Click inside Upload Gallery Images box to Choose a file to upload or

  2. Drop a file inside Upload Gallery Images box to upload

  3. Click bin icon to delete Gallery Images

  4. Click pencil icon to Edit an Image

  5. Add Description

  6. Select Order

  7. Select Enabled accordingly

  8. Click Save

 

 

Select Routes tab

  1. All enabled Tour Times configured under the Times tab of the Tour (example below shows 2 Day Trek) are shown on the left side of the form.

Enabled Routes (shown as Route Name below) configured under the Routes menu (Quick Ref : Tours / Routes) with Route Times (shown as Routes below) that have been enabled are shown on the right side of the form.

2. Available Route Times on the right side of the form can be dragged and dropped to the left side of the form under the Pickups area of the sample Tour Time (08:00AM) as shown below.

3. The same can be done for Dropoffs on any enabled Tour Time.

4. Routes under either Pickups or Dropoffs can be deleted by clicking on the Bin icon.

 

 

Select Packages tab

  • Add Package Set

Package sets control which component tours are always added as inclusions and which tours are available to book as an extra. Package sets can be filtered by time, basis and subbasis. A booking can match multiple package sets, which then includes components and extras from multiple package sets into the Reservation

  1. Click Add Package Set

  2. Add Name (mandatory)

  3. Select specific Time or All Times

  4. Select specific Basis or All Bases

  5. Select specific Subbasis or All Basis

  6. Enable Can Edit Components if there is a package component that will be editable
    (displayed in OBE with its own calendar Date and Time picker) within this Package Set

  7. Click Save

To modify existing Package Sets

  • Click pencil icon to Edit Package Set at any time

  • Click bin icon to delete Package Set at any time

 

Add a Day Tour Component to the package set

  1. Click Components of applicable Package Set

  2. Click Add Tour

  3. Add Tour (mandatory)

  4. Select Time (mandatory)

  5. Select Basis (mandatory)

  6. Select Subbasis (mandatory)

  7. Add Sequence

  8. Add Day Offset

  9. Enable the required Options
    see important information below for Option definitions

  10. Click Save

  1. If the Can Edit Component switch is enabled (to allow online editing by consumers), then the Tour prompt becomes enabled. Staff can enter the prompt for the components Calendar date and time picker

     

Add an Accommodation Component to the Package Set

  1. Click Add Accommodation

  2. Add Tour (mandatory)

  3. Add Nights (mandatory)

  4. Select Basiss (mandatory)

  5. Select Subbasis (mandatory)

  6. Add Sequence

  7. Add Day Offset

  8. Enable applicable Options

  9. Click Save

 

Add Extras to a Package Set

  1. Click Extras of applicable Package Set

  2. Click Add Tour Extra

  3. Add Tour (mandatory)

  4. Select Time (mandatory)

  5. Select Basis (mandatory)

  6. Select Subbasis (mandatory)

  7. Add Sequence

  8. Add Day Offset

  9. Add Order

  10. Select Group

  11. Enable Use Custom Name to set a custom name.

  12. Name default is “Tour Name (time) Basis Name / Subbasis Name”

  13. Add Conditions

  14. Enable the appropriate Options

  15. Click Save

     

 

 

 

Select tab

Set Availability by date range

  1. Click Set Range of applicable Time

  2. Select Date From

  3. Select Date To

  4. Tick applicable Day/s

  5. Add Max Pax (mandatory). The Maximum passengers for this departure time on these dates

  6. Add Availability Message. Availability Message appears on the Time page of the Availability Calendar on OBE, and is publicly visible

  7. Add Staff Expiry.

  8. Add Web Expiry.

  9. Select Force Save if existing Availability already exists and you agree to overwrite the old values

  10. Click Save

     

Set Availability for a single trip departure

When adding or editing a single trip’s availability, the Staff can also see the currently booked number, and currently available numbers to make an informed decision when altering the Max Pax. Staff cannot set the new Max Pax to be lower than the currently booked

 

  • Utilise arrows or Date From to filter date range

 

Select Advanced tab

Tour Location

  1. Choose an Area from the type-ahead/dropdown list. The values come from the shared_location lookup.

  2. Choose an Address from the type-ahead/dropdown list. The values come from the sub_location lookup.

  3. Add Geographical Mapping Latitude

  4. Add Geographical Mapping Longitude

  5. Click Save

 

User Defined Passenger Availability

  1. Select General Availability or

  2. Select Free Sell or

  3. Select Separate Availability

  4. Select Limit by User Defined Passenger Availability accordingly

  5. Click Save

 

Options

  1. Enable Component Only if the tour can only be an included component.
    This is not available if Ticketable is enabled

  2. Enable Ticketable if the tour can be booked at the top level online (enabled by default)

  3. Enable Mandatory Pickup if a transfer must be selected in the booking

  4. Enable Exclude Infants from the availability Check accordingly

  5. Enable Quotable if the tour can be booked as a quote from the Quote form

  6. Enable Hidden Disabilities Sunflower if the tour is non-visible disability friendly

  7. Click Save

The Hidden Disabilities Sunflower will display the recognised sunflower icon on the hero image on the tour listing

 

Managed By

  1. On the Managed By card,

  2. Choose a Group Type from the type-ahead/dropdown list. The values come from the Group Type lookup.

  3. Once the Type is selected, the subtypes belonging to the selected type are available from the type-ahead/dropdown list. The values come from the Group sub-Type lookup.

If the group types and sub types are linked to any User Groups, then all Staff Users that belong to that User Group will be only able to see tours that belong to this Group Type

Usage

A Reservations Staff User belongs to a User Group called Front Counter.
The Front Counter User Group is tied to a Membership called Marine Operators (example only)

There are two tours that have been set up with Managed By : Marine Operators as their Group Type

When any Staff User that belongs to the Front Counter Group logs in, they will only see Tours that belong to the Marine Operators Group Type

Finance

Select from the list of GL codes the GL code for this tour

Xero (if enabled)

If Xero is enabled and the account is configured, then the user can search for Product Codes from their own Xero Account, and link the Product Code to this tour for financial exporting.

 

Select Commissions tab

  1. Click Add Commission

  2. Select Agent

  3. Add Commission percentage

  4. Click Save


Select Routes tab

  1. Click applicable Tour Times drop down

  2. Click Pickups drop down

  3. Drag applicable Routes from right to left column

  4. Click Dropoffs drop down

  5. Drag applicable Routes from right to left column

  6. Click Save

 

Select Passenger Type Settings tab

  • These settings are specific to each Passenger Type (Adult, Infant, Child, FOC, and/or User Defined Pax) for this specific tour

  1. Enable each Passenger Type that can be booked on this tour

  2. Add Passenger Type Name (defaults apply)

  3. Add Passenger Type Description (appears with Passenger type Name on OBE with fares/prices/Pax No’s, and also with Pax No’s in the Staff booking form)

  4. Set Minimum and Maximum passenger numbers for each passenger type

  5. Collect passenger information as required by enabling

    1. Collect Email (visible) / Require Email (mandatory)

    2. Collect Mobile (visible) / Require Mobile (mandatory)

    3. Collect Gender (visible) / Require Gender (mandatory)

    4. Collect Date of Birth (visible) / Require Date of Birth (mandatory)

    5. Collect Height (visible) / Require Height (mandatory)

    6. Collect Weight (visible) / Require Weight (mandatory)

    7. Collect Level (visible) / Require Level (mandatory)

    8. Collect Size (visible) / Require Size (mandatory)

    9. Collect VIP (visible) / Require VIP (mandatory)

    10. Collect Licence (visible) / Require Licence (mandatory)

    11. Collect In Case of Emergency (ICE) Name (visible) / Require In Case of Emergency (ICE) Name (mandatory)

    12. Collect In Case if Emergency (ICE) Mobile (visible) / Require In Case of Emergency (ICE) Mobile (mandatory)

  6. Click Save

 

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