1 Prerequisites and Definitions
2 Step 1 - Navigate to Product
3 Step 2 - Build your Product Header
4 Step 3 - Add Services to your Product
5 Step 4 - Create your Departure Dates and Prices
6 Step 5 - Calculate your Cost and Set your Prices
- 6.1 Step 5.1 - Daily Itinerary
7 Step 6 - Set your Inventory Management
8 Step 7 - Schedule when to report your Services - Setup your Product Events
9 Step 7 - Activate your product.
10 Product Build FIT Package Diagram
11 Related Article(s)

Prerequisites and Definitions

Before Proceeding with this type of Tour Series Product, please review the following articles

What is a Tour Series?

Benefits of Tour Series

How to set up TourID in system settings

Tour Series Screen

Step 1 - Navigate to Product

Product --> Products/Tours --> Products

Step 2 - Build your Product Header

Once the Product header screen appears fill in the following areas:

Product Type = Package
Product Code = Enter in a product code that is unique and an indicator of what the product can be. Ex: 6DAYFLR-24 (6 Day Florence)
Name: Enter in a product name that is unique and an indicator of what the product can be. Ex: 6 Day Florence
Number of Days: Enter in the duration of the package.
Departure From and To Dates: The dates the product services are available in between.
Book from and To Dates: Between the dates you wish to make the product available for. Ex: 27 Dec 2022 - 27 Dec 2023 will only have the services withing that product between those dates. Meaning if the user tried to book services associated with this product on 28 Dec 2023, the product would not be available.
Market: Find the market the product needs to be available for. To find out more about market, please see link and find section about Markets https://stknowledgecenter.helpdocsonline.com/settingupyourapplication
Tour ID: Enter in Tour ID to associate with the Product
- How to set up TourID in system settings
Active Pax: Enter in the number of passengers you are basing your pricing off of. This value will play a factor on when adding services to your product that has Fix Cost.

And Click on Save

Step 3 - Add Services to your Product

The screen will load with the product header created. Select the row the product is created and click on “Manage Product”

You will be taken to the Plans & Services part of the Product Management application. Click on + in order to add services you wish to include for selling your list product.

Product “Search and Add Existing Service” process allows you to find the services already created to be part of your product. You can search for number of services and narrow down your results by entering search parameters.

Steps are:

Enter in parameters you wish to enter and click on Search
Top “Search Results” will display all the services returned based on the search parameters
Select the services you wish to add to your list product and click on “Add”
On the bottom grid, you will see selected services added
Click on Confirm

Click on YES if you get this error. This warning indicates that the services being added from and to date ranges do not match the product from and to date ranges. This is something we can fix later.

Once the above process is complete make sure to click on “Save All”

Set your Item Roles in the Plans & Services. If you want to know more about Item Role, please review the following Article. Product Item Role Definitions

Step 4 - Create your Departure Dates and Prices

Once the product opens, on the left navigation menu, go to Dates & Prices --> Departure Dates & Prices, and click on +

In the form, enter in the parameters you wish to create the departures for. You have the following options to create departures

Select a Single Departure: Create departure dates one at a time.
Add Departures Individually
- Daily: Create departures everyday of the week between the Products from and to date
- Weekly: Create departures on certain days of the week. Ex: Create departures every Monday, Wednesday
- Day Interval: Create departures any number of days in between. Ex: Create departure every 14 days starting from that date.
- Add Departures As Date Range
  - Creates departure as a full range. This is used for when if the price is always the same when creating departures for the full length of from and to dates and the product is available every day of the week.

In this sample below, we have created departure dates, every Monday Departure

Steps are:

+ to create new dates
Select one of the creation methods mentioned above.
Click on Add Date(s)
Save All

Step 5 - Calculate your Cost and Set your Prices

Once the Departure Dates are Set, Softrip can help you calculate your cost of services included in the package, and set your price based on your Pricing Profile.

Departure Dates and Prices → Calc. Land Prices

Set your Parameters for Calculating for Cost and Pricing

Once the Process is complete you will notice the Land Cost, Land Markup, Adt. Land Price fields are updated.

Click Save ALL to commit your changes.

You have the ability to update the prices of each departure individually or selecting multiple rows and using mass update button on the column header.

Step 5.1 - Daily Itinerary

Navigate to Webpage → Daily Itinerary while in the Product.

Users can add an entry to the Daily Itinerary by selecting the “+” button.

This will open the below menu to fill in the details. They can use the HTML editor tool to further detail their itinerary.

On Day - The Day the Services or Activities you’re outlining falls on
From/To - The system will automatically fill in the Beginning and Ending Departure Dates of the Product. Users can use these ranges for when they have services are only available between certain Departures.

Example: In the image below the “Colosseum” Service is only available to passengers whose Departure falls between Nov. 15 and Nov. 25 2023

Itinerary Header - The title of that Itinerary entry
Itinerary Image - Users can upload an image for more detail on that date
Itinerary Details - Users will use this field to detail that date’s activities

Step 6 - Set your Inventory Management

On the left navigation, click on Operations → Add/Update Inv. Management which will open a new tab to take the next steps

This screen displays the records with the following logic

Text in Black: Inventory Record exists.
Text in Red: Inventory Record does NOT exist and must be created.

The Records will be created filling in the following information. To learn more about inventory values, please review this article: https://stknowledgecenter.helpdocsonline.com/operations/inventory

Contracted: Not required. Placeholder record to indicate the originally contracted value.
Allotted: Required. The number of passengers you wish to allow on the departure
Sold: Not required and can not be updated. This number will be reflected based on the number of passengers already sold from the inventory.
Available: Allotted minus Sold = Available
State: The state is the display of availability of the service. The following values can be entered:
- C
  - Closed Out.
  - Services are closed out and cannot be sold.
- N
  - No Arrivals.
  - Bookings are not permitted on the date entered.
  - This state can be used if there are no arrivals allowed during a specific time frame due to festivals or holidays.
- B
  - Black Out.
  - Services are blacked out and cannot be sold.
  - This state is mainly used if there are dates that are blacked out during a specific travel time frame.
  - Example: During the holiday season at a given destination, the departure is not available from December 20th-December 27th.
- R
  - On Request.
  - Services are on request at all times, regardless if inventory is available.
- A
  - Active.
  - Services are available to sell if inventory is available.
Release Days The release days is the number of days prior to departure that the state of the service should be changed.
Release State
- The release state is the change of the inventory state based on the number of days prior to departure as set by the release days.

Example

The value entered under the release days for the inventory records 3. The value under the release state is R.
This reads as the following: 3 days prior to the Inventory date, the state of the inventory record will change from A (available) to R (on request). If either an internal or external users attempts to this departure 3 days or less prior to the departure date, the inventory management will automatically display as "on request."

Once you fill in the required information, click on Save to finalize the process.

Step 7 - Schedule when to report your Services - Setup your Product Events

Under the Product Events screen, users have the opportunity to set-up the communication timing for any service type that may exist on the particular group. Having this option supports the ability to report the names and travel dates to multiple suppliers that exist on the group.

While in the Product, from the left navigation go to Operations → Product Events

Defining the Fields

Service Type- Users can select a service type from the drop-down list provided.

Supplier ID- Users can choose the specific supplier ID to set up the communication timing for multiple suppliers that may exist on a group.

Service ID- If specific service ID's under a supplier require a different communication timing, then a service ID can be entered into this field.

Comm. Timing (communication timing)- There are 5 different communication timing options.

Days prior - Departure- The days prior departure will calculate the number of days prior to the entire departure on the group. Meaning, regardless of the Check-In date of the Service, the system will report the services on the day of the departure all that one.
Days prior - Service- The days prior service will calculate the number of days prior to the departure date on the specific service.

Deposit Received- Setting the communication timing to "deposit received" will trigger reservations to be reported through operation messages once a deposit is received on the reservation.
Payment in Full- Setting the communication timing to "payment in full" will trigger reservations to be reported through operation messages once the reservation is paid in full (there is zero balance due.)
Report Immediately - Setting the communication timing to "report immediately" will trigger reservations to be reported through operation messages as soon as a reservation is created.

Days Prior- The "days prior" field is to be used in conjunction with the "days prior" fields.

Message Type- Users can select either a final, payment reminder, and preliminary message types. The "final" message option will send the full rooming list to the supplier and is typically what is selected and sent when sending a message to the supplier.

Header- Users can customize the header in the product events screen. When sending a rooming list through the messages option in Operations, this header will display on the message that is sent to the supplier.

Footer- Users can customize the footer in the product events screen. When sending a rooming list through the messages option in Operations, the footer will display on the message that is sent to the supplier.

TBA Rooms- Users can enter a numerical value under the TBA rooms section. This will display as a "place holder" for potential future bookings on the message.

Include Pre/Post Nights- Enter Y or N

Guide- Enter a number that will indicate how many rooms to display for the tour guide. Leave as 0 if you do not wish to report any tour guide rooms. Optionally, you may also indicate what type of room, using a number plus either S for Single, D for Double, or T for Twin. By default, if only a number is used, then it is considered a Single Room.

Driver- Enter a number that will indicate how many rooms to display for the tour driver. Leave as 0 if you do not wish to report any tour driver rooms. Optionally, you may also indicate what type of room, using a number plus either S for Single, D for Double, or T for Twin. By default, if only a number is used, then it is considered a Single Room -

Step 7 - Activate your product.

Make sure to edit the header of the product to change to Status to “Active” or “Internal” to make the product available for sale,

This completes the process of creating a Tour Product.

Product Build FIT Package Diagram

Knowledge Base

How to Create a Tour Series Product