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    Tours

    Setup a tour, event, activity, or experience when using the Tour Desk module in RMS.

    Table of Contents

    SetupTourTour Schedules & Ticket PricesTour OptionsTour PhotosTour Requirements

    A tour is an activity, event, or experience that can be booked and paid for on a reservation when using the Tour Desk module in RMS.

    Tour availability can be set for a date range or indefinitely with the tour duration and schedule defined for each date range.

    Pricing of tickets is set on the tour schedule enabling changes in pricing, availability, and schedules to be added, updated, or removed without impacting existing tour bookings.

    Including tour inventory allows for managing tour capacity, ticket or seat allocation, and viewing availability to maximise sales of tours on offer.

    Tour Desk includes a tour voucher that can be used as a ticket or as proof of payment with the option to create custom tickets and waivers using a form letter.

    Additional options are available on a tour to specify pick-up points, pick-up times, tour operator vouchers, tour commissions, or if a tour is considered a transfer to or from the accommodation.

    Tour photos can be added to display with the tour details on the RMS Internet Booking Engine or Guest Portal to encourage guests to book onto available tours during the online booking process.

    Ticket types can be set as available per tour schedule with the option to choose if that ticket type will also be available for purchase on the RMS Internet Booking Engine.

    Requirements can be used to add optional tour extras to upgrade or offer premium inclusions on top of the base activity, event, tour, or experience.

    All tours include an audit trail of changes made showing which user made the change, when the change was made, and what was changed.


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    Examples

    Repeating Services - Shuttle Bus, Accommodation Transfer

    A shuttle bus service that transports guests around different locations at the property on a regular service or accommodation transfers to and from the property and an arrival or departure point can be setup as a tour using tour inventory and tour schedules to manage availability, capacity, tickets, and running of the service.


    Guided Tour - Walk, Hike, Kayak, Bus, 4WD

    A guided walk, hike, kayak or canoe tour, bus or 4WD adventure with capacity limitations based on the vehicle or legal requirements for the ratio of guests to tour leaders can be setup as a tour using tour inventory and tour schedules to effectively manage availability, capacity, tickets, and rostering of staff.


    Exclusive Experience - Wine & Cheese Tasting, Degustation Dinner, Behind-the-Scenes Tour

    An intimate wine and cheese tasting experience in a wine cellar with limited seating, a private degustation dinner with the head chef or special guests, or a unique behind the scenes look at an area ordinarily off limits to guests can be setup as a tour using tour inventory and schedules to manage availability, capacity, tickets, schedules and staff rostering.


    Major Event - Concert, Festival, Exclusive Event, Sporting Event, Outdoor Cinema Film Night

    One off or repeating major events in large spaces including music concerts, festivals, trade fairs, film nights, or football matches and other sporting events can be setup as a tour using tour inventory and the tour schedule to manage the availability, capacity, ticket or seating allocation, and sale of the event.



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    Setup Requirements

    The following is required to setup a tour in RMS:




    Setup

    Complete the following setup to create a tour in RMS:

    1. Tour
    2. Tour Schedules & Ticket Prices
    3. Tour Options (Optional)
    4. Tour Photos (Optional)
    5. Tour Requirements (Optional)


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    Access

    System Administrators will require Security Profile access to 'Tours' to complete this setup.




    Tour

    Have your System Administrator complete the following.

    1. Go to Setup > Tour Desk > Tours in the side menu of RMS.
    2. Select the 'Add' icon.
    3. Optional: Enter a Tour Code.
    4. Enter the Tour Name.
    5. Enter a Tour Description.
    6. Optional: Select a Tour Operator.
    7. Select a Tour Sundry Charge.
    8. Optional: Select the checkbox 'Use Inventory' and select the Tour Inventory.
    9. Optional: Select one or more Pickup Points.
    10. Optional: Select a Pickup Time.
    11. Optional: Enter the Public Insurance Number.
    12. Optional: Select a Form Letter as the Ticket Template.
    13. Optional: Select the checkbox 'Waver Required' and select a Form Letter for the waiver.
    14. Save.
    15. Setup Tour Schedules & Ticket Prices.
    16. Optional: Setup Tour Options.
    17. Optional: Setup Tour Photos.
    18. Optional: Setup Tour Requirements.
    19. Save/Exit.


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    Access

    System Administrators will require Security Profile access to 'Tours' to complete this setup.



    Go to Setup > Tour Desk > Tours in the side menu of RMS.

    Select the  'Add' icon.

    Optional: Enter a Tour Code.

    Enter the Tour Name.

    Enter a Tour Description.

    Optional: Select a Tour Operator.

    Select a Tour Sundry Charge.

    Optional: Select the checkbox 'Use Inventory' and select the Tour Inventory.

    Optional: Select one or more Pickup Points.

    Optional: Select a Pickup Time.

    Optional: Enter the Public Insurance Number.

    Optional: Select a Form Letter as the Ticket Template.

    Optional: Select the checkbox 'Waver Required' and select a Form Letter for the waiver.

    Select the  'Save' icon to store the changes made and create the Tour.

    Setup Tour Schedules & Ticket Prices.

    Optional: Setup Tour Options.

    Optional: Setup Tour Photos.

    Optional: Setup Tour Requirements.

    Select the  'Save/Exit' icon to store the changes made and leave the tour setup.




    Tour Schedules & Ticket Prices

    Have your System Administrator complete the following.

    1. Go to Setup > Tour Desk > Tours in the side menu of RMS.
    2. Select the 'Edit' icon on an existing Tour.
    3. Navigate to the 'Schedules' tab.
    4. Select the 'Add' icon.
    5. Select a Date Range or select the checkbox 'Set Permanently'.
    6. Enter the Ticket Price for each Ticket Type and select the 'Available' checkbox.
    7. Optional: Select the checkbox 'Available Online'.
    8. Enter the Maximum Number Per Ticket Type.
    9. Select a Start Time and enter a Duration in minutes or hours.
    10. Select the checkbox for Tour Availability Days of the Week.
    11. Optional: Enter the Combined Agent Tickets.
    12. Save/Exit.


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    Additional Information

    Tour schedules and ticket prices when used in conjunction with tour inventory determine the availability, schedule, prices, and ticket allocation for the experiences on offer.

    Entering a 'Maximum Number Per Ticket Type' of '0' will make the tour unavailable for booking.

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    Access

    System Administrators will require Security Profile access to 'Tours' to complete this setup.


    Go to Setup > Tour Desk > Tours in the side menu of RMS.

    Select the  'Edit' icon on an existing Tour.

    Navigate to the 'Schedules' tab.

    Select the  'Add' icon.

    Select a Date Range or select the checkbox 'Set Permanently'.

    Enter the Ticket Price for each Ticket Type and select the 'Available' checkbox.

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    Entering a ticket price without selecting the 'Available' checkbox for that ticket will prevent that ticket type from being available on the tour.


    Optional: Select the checkbox 'Available Online'.

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    The checkbox to make available to online can only be selected when the ticket type is available.

    Ticket types made available to online will be available for purchase on the RMS Internet Booking Engine.


    Enter the Maximum Number Per Ticket Type.

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    The value entered will be the maximum number of tickets of that type that can be booked on any one instance of the tour.

    A maximum ticket value of '0' will make the tour unavailable for booking.

    Maximum tour capacity and ticket allocation can also be managed using tour inventory.


    Select a Start Time and enter a Duration in minutes or hours.

    Select the checkbox for Tour Availability Days of the Week.

    Optional: Enter the Combined Agent Tickets.

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    The value entered as the 'Combined Agent Tickets' is the total number of tickets that can be purchased by agents for this tour.


    Select the  'Save/Exit' icon to store the changes made and return to the tour setup.

    Repeat these steps to create as many schedules and ticket price variations as required for the tour.

    This tour will now be available for booking on an existing reservation.


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    Tip: See Ticket Schedules for more examples on ways to create schedules for different types of tours.




    Tour Options

    Have your System Administrator complete the following.

    1. Go to Setup > Tour Desk > Tours in the side menu of RMS.
    2. Select the 'Edit' icon on an existing Tour.
    3. Navigate to the 'Options' tab.
    4. Optional: Select the checkbox 'Pickup Point Required'.
    5. Optional: Select the checkbox 'Pickup Time Required'.
    6. Optional: Select the checkbox 'Tour Operator Requires Own Voucher' or 'Tour Operator Bills By Own Voucher'.
    7. Optional: Select the checkbox 'Deposit Commission Only To Be Paid'.
    8. Optional: Select the checkbox 'Tour Date Required'.
    9. Optional: Select the checkbox 'Tour Operator Requires Confirmation'.
    10. Optional: Select the checkbox 'Tour Operator Requires Confirmation Reference'.
    11. Optional: Select the checkbox 'Tour is a Transfer To or From Accommodation'.
    12. Save.


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    Access

    System Administrators will require Security Profile access to 'Tours' to complete this setup.


    Go to Setup > Tour Desk > Tours in the side menu of RMS.

    Select the  'Edit' icon on an existing Tour.

    Navigate to the 'Options' tab.

    Optional: Select the checkbox 'Pickup Point Required'.

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    Makes it mandatory to select a pick up location when creating a tour booking for this tour.


    Optional: Select the checkbox 'Pickup Time Required'.

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    Makes it mandatory to select a pick up time when creating a tour booking for this tour.


    Optional: Select the checkbox 'Tour Operator Requires Own Voucher' or 'Tour Operator Bills By Own Voucher'.

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    Determines if a voucher must be created in RMS or if the tour operator will provide a voucher for the tour.


    Optional: Select the checkbox 'Deposit Commission Only To Be Paid'.

    Optional: Select the checkbox 'Tour Date Required'.

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    Makes it mandatory to select a date when creating a tour booking for this tour.


    Optional: Select the checkbox 'Tour Operator Requires Confirmation'.

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    Makes it mandatory to select 'Confirmed with Tour Operator' when creating a tour booking for this tour.


    Optional: Select the checkbox 'Tour Operator Requires Confirmation Reference'.

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    Makes it mandatory to enter a confirmation reference number when creating a tour booking for this tour.


    Optional: Select the checkbox 'Tour is a Transfer To or From Accommodation'.

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    Indicates this tour is a guest transfer between the accommodation and a set arrival or departure point.


    Select the  'Save' icon to store the changes made.



    Tour Photos

    Have your System Administrator complete the following.

    1. Go to Setup > Tour Desk > Tours in the side menu of RMS.
    2. Select the 'Edit' icon on an existing Tour.
    3. Navigate to the 'Photos' tab.
    4. Select the 'Add' icon.
    5. Select the image files and choose 'Open'.
    6. Save.


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    Access

    System Administrators will require Security Profile access to 'Tours' to complete this setup.


    Go to Setup > Tour Desk > Tours in the side menu of RMS.

    Select the  'Edit' icon on an existing Tour.

    Navigate to the 'Photos' tab.

    Select the  'Add' icon.

    Select the image files and choose 'Open'.

    Select the  'Save' icon to store the changes made.

    The selected images will be used with the tour details when shown on the RMS Internet Booking Engine.





    Tour Requirements

    Have your System Administrator complete the following.

    1. Go to Setup > Tour Desk > Tours in the side menu of RMS.
    2. Select the 'Edit' icon on an existing Tour.
    3. Navigate to the 'Requirements' tab.
    4. Select the 'Add' icon.
    5. Select a Requirement.
    6. Optional: Enter an Amount or select the checkbox 'Use Amount from Requirement'.
    7. Save/Exit.
    8. Save.


    Delete

    Access

    System Administrators will require Security Profile access to 'Tours' to complete this setup.


    Go to Setup > Tour Desk > Tours in the side menu of RMS.

    Select the  'Edit' icon on an existing Tour.

    Navigate to the 'Requirements' tab.

    Select the  'Add' icon.

    Select a Requirement.

    Optional: Enter an Amount or select the checkbox 'Use Amount from Requirement'.

    Select the  'Save/Exit' icon to store the changes made and return to the Tour setup.

    Select the  'Save' icon to store the changes made to the Tour setup.

    This tour will now be available for adding to an existing reservation or to book on the RMS Internet Booking Engine if made available to online.







    Previous: Pickup Points

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