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Tour Series Screen

Tour Series Screen

Tour Series

A Tour Series is a block reservation format designed for tours that occur on a recurring basis. Within a Tour Series, there can be one or more products linked via a TourID, with either shared or differing departure dates and frequencies.

The term Tour Series typically refers to a collection of guided tours or travel packages offered by a tour operator. These tours usually follow a consistent itinerary, visiting multiple destinations and including various scheduled activities or experiences.

Softrip uses two key identifiers to distinguish and manage tours within the system: TourID and Tour Code:

TourID:

The TourID is a unique identifier assigned to a specific tour package or set of packages. It is used to:

  • Track and organize tours

  • Manage key logistical elements such as departure dates, itineraries, pricing, and availability

Example:
A TourID might represent a recurring tour to Greece with weekly departures.

 

Tour Code:

 The Tour Code is a system-generated identifier that combines the TourID and the departure date of the package. It provides a unique reference for each departure instance of a tour.

Note: The Tour Code is used internally within Softrip to quickly identify and manage different departure dates under the same TourID. This enhances booking efficiency and supports streamlined operations.

Example:  There are two packages sharing the same itinerary except one of the packages is longer in duration.  In this case, we set the Tour ID to be IE-BST as the common identifier to link the two packages as the same Tour Series. 

Package = 7 Day Best of Ireland

Tour ID = IE-BST

Dep Date:  2/21/2022

Package = 9 Day Best of Ireland

Tour ID = IE-BST

Dep Date:  2/21/2022

Tour Code = IE-BST:2022-02-21

 

For the Tour Series to work properly, prerequisites are as follows:

  • The product Header Tour ID has a value in it.  Tour ID:  Key identifier for the Tour Series.  This unique ID must be set in the product header for the Product(s) to appear in the Tour Series screen.  To learn more about creating Tour ID's please review the following article.  

    Setting up Tour IDs

  • Dates & Prices Records are created. To follow the steps, please review the article on how to:  http://stknowledgecenter.helpdocsonline.com/datesandprices

  • Inventory Management Records created: To follow the steps, please review the article on how http://stknowledgecenter.helpdocsonline.com/createinvmgmt

 

How to get there:

To get to the Tour Series screen go to Operations --> Tours --> Tour Series

Overall View

The Tour Series is a block reservation format designed for tours that occur on a recurring basis. Within a Tour Series, one or more products can be linked using a Tour ID, with identical or varying departure dates and frequencies. The screen provides users with capabilities to search, view, and update Tour Series records efficiently.

 

 

 

Search Parameters

Tour Code:  Search based on TourID or Tour Code.  TourCode is a specific departure.  Use the colon during your search to see the list of departures for that tour.

Market Code:  Use the Market Code field to return a list of departures associated with a specific market.
To learn more about market codes, please refer to the Market Codes Article in the Knowledge Center.

  • Market Codes are designed to segment a company’s travel business in various ways, such as:

    • By travel type (e.g., bachelor parties, wedding groups)

    • By destination (e.g., Las Vegas, Phoenix)

    • By trip category (e.g., FIT – Fully Independent Traveler, GRP – Groups)

Date Range: Enter the date range for which you want to return applicable departures.

Sales Status / Display status:  Display results based on the Departure Sales and or Display Status. 

Different Views 

Tour View: Rolls up all the departures and the product details.  Gives an overall view of search results.  

 

Product View: Provides Tour Departure details per product.  Any product(s) will be displayed per below.  

 

Full View:   Provides Tour Departure details per product and per brand.  Any product(s) will be displayed similar to below. This will apply to multi-brand instances.  

 

Overall view of the display/ The Breakdown 

Guide(s): Will display the guide(s) assigned to a departure.  The Tour Guide name will be displayed.  

Sales Status/ Display Status:  Departure Date Sales status.  Double clicking the sales status cell, will allow you to update the record.

 

Allotted:  Display the total number Inventory Management record alloted value.  

Sold: Displays total number Inventory Management record sold value.  

Available: Allotted minus Sold = Available for the Inventory Management record 

Single/Double/Triple: Will display the total number of Single, Double, Triple rooms sold.  For this to work, hotel services in your product must have an allotment record(s).

Percent Sold:  Per departure, product, brand sold percentage per departure.  

Itinerary Departure Dates:  Display of number of passengers sold per city.  The display is CityCode - number of passengers sold. 

Example:  Feb 09 on this departure, 6 Day Ireland sold 0 passengers in Dublin, 7 Day Ireland sold 8 passengers in Dublin, 9 Day Ireland sold 14 passengers in Dublin, totaling 22 passengers in Dublin on Feb 09.  

 

 

Navigation 

 

To access the navigation on the Tour Series screen, click on the navigation icon

 

Reservation List:  This section displays a list of reservations booked on the selected departure. Each reservation number is shown as a hyperlink, allowing users to quickly navigate to the corresponding reservation.

The displayed information includes:

  • Product Code

  • Passenger Name (lead passenger)

  • Reservation Status

  • Brand associated with the reservation

The Results section also provides the ability to:

  • Perform a quick search within the returned results

  • Export the results

  • Choose from different display formats and grouping options to organize the data

 

Master Tour List: The Master Tour List displays a default set of lists specific to the selected departure. The Results section includes options to:

  • Perform a Quick Search within the returned results

  • Export the results

Additionally, the Results section presents categorized lists such as:

  • Hotels List

  • Optional Lists

  • Transfer List

 

 

Inventory:  The Inventory section displays all inventory records associated with the selected departure. The Results section provides options to:

  • Perform a Quick Search within the returned results

  • Export the inventory data

Users can update key inventory fields, including:

  • Contracted

  • Allotted

  • State

  • Release Date

  • Release State

Updates can be made in two ways:

  • Individually, by double-clicking on a specific cell

  • In bulk, by selecting one or more rows and clicking the Mass Update icon in the column header

Note: At least one row must be selected to perform a mass update.

 

Custom Tour Reports/ Tour Reports: Short cuts to the selected report.  The process will open as a new tab and fill in the parameters needed for the report. 

 

Communication --> Tour History:  The process will open as a new tab and fill in the parameters needed to the Operations History screen. 

 

Communication --> Tour Confirmation Messages:  The process will open as a new tab and fill in the parameters needed to the Operations Tour Requests Messages.  

 

Jump to --> Tour Manifest:   The process will open as a new tab and fill in the parameters needed for the Operations Confirmations Screen, Passenger view.  

 

Jump to --> Pricing History:   The process will open as a new tab and display Product Prices history records for those products on the tour.  If you have more than one product in the tour, you can swap by selecting a different product code.