Vendor Communications

Owned by Oz Akman
Last updated: Oct 30, 2023 by Anthony Pepe
6 min read

Overview 

The Softrip application allows users to set-up communication timing in one of two locations.  The first is under the supplier services and the second is under "Product Events."  The communication timing drives when users will be able to communicate a rooming list to the point of contact at that particular supplier.

In order to run messages in Operations and communicate the rooming list to the suppliers for groups, users are required to set-up the communication timing under "Product Events."  To view more details on the communication timing under Product Services, view the services article.  

Outlined below is the general workflow when setting up the supplier details, communication timing, and running the messages in Operations.   

 

 

Communication Timing FIT vs Groups

 

 

Setting up Product Events

To set-up Product Events, users will access the Product Events screen by expanding Operations from the navigation menu.  

 

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.

  

Example

The Miller Family Reunion is taking a custom group package to New York.  During their time, they will be taking sight seeing tours, stay in three different hotels, and have transfers provided to them throughout their duration.

As per the contracts, the communication timing per supplier varies.  The hotel in the first stay requires a rooming list 60 days before the departure date, however, the transfer company is only requesting the list of passengers 15 days before travel.  

Under Product Events, users can set up the communication timing for the hotel suppliers and the transfer company within one screen.

Select the plus sign to begin building the product event and enter the details of the communication timing at the bottom of the screen.  

 

Defining the Fields 

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

Example

Users can select the "transfer" service type from the list.  When a message is run under Operations, all transfer companies will display, allowing users to send passenger details and travel dates.  

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

Example

The Miller Family Reunion trip has four (4) total hotels.  Each hotel has a different departure date and a different date frame requirement to receive rooming lists.  Each supplier and their corresponding communication timing can be set up in the product events screen.  

 

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.  

  • 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 -

 

Creating Product Events Overview

 

Running messages in Operations

Once the product events are set on the group or tour, then users will be able to run messages through Operations and report the rooming list to the suppliers.  The below video outlines the process of running your messages in Operations off of the reservations that were created.   Â