Configuring Tour Bookings

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WebReserv.com is a highly configurable booking system. It can be used for virtually any type of bookings that you need for your business.

This post describes how to configure tours with WebReserv.com.

Creating a tour

In WebReserv.com, a tour consists of the following information:

  • The tour itself – name, description, pictures, reservation rules.
  • Schedules – describes when a tour can be booked
  • Rates or prices – describes what a tour cost

To create a tour, log on to your WebReserv.com account and select Setup – Products & Reservation Rules and select Add product. On the description page, enter a name and a description of the tour and click save and continue.

Create new tour

On the reservation type page, select fixed schedule and click save and continue. This will tell the booking system that you will provide the schedule for the tours.

Select fixed schedule
Select fixed schedule

The next page is the scheduling page. This is the page where you will add one or more schedules that your customers can book. The schedule page consists of two sections: a list of already defined schedules and a section to add new schedules. When you create a new tour, both sections will be empty:

Schedule list (empty)
Schedule list (empty)

Adding one or more schedules is easy. The booking system has the ability to repeat schedules daily, weekly or monthly. The Outback tour in this example is every Sunday in November 2009 from 2:00 PM to 5:00 PM. To add the schedule, enter the start date and time and end date and time for the first schedule:

Create a new schedule

In the title field, you can specify a title. If you don’t specify a title, the system will show the date, start time and end time for this schedule. You can use the codes @startdate, @starttime, @enddate and @endtime instead of writing a specific time and date. This allows the system to show the correct date and time for a schedule even when you do repetitive schedules.

In the example above, we have specified that the tour starts on Sunday, November 1 at 2:00 PM and ends on Sunday, November 1 at 5:00 PM and as the title it should show 11/1/09 2:00 PM.
 
Next, we specify how often and for how long to repeat the schedule. Since this tour is every Sunday for all of November, select Weekly recurrence until 11/31/09:

Schedule recurrency rule

The last step is to click the Add schedule button. This causes the booking system to create a schedule for each tour and show the schedules in the top part of the screen:

Tour/Schedule list with autogenerated schedules

At this point in time, you can add more schedule entries, delete existing schedule entries or simply save and continue. If for some reason you have created or deleted schedules unintentionally, you can also click previous in which case the booking system will cancel the changes.

On the next page you can upload one or more pictures of the tour:

Upload pictures of your tour

When you have added the pictures for this tour, click save and continue.

The next screen includes all the reservation rules. The most important rule is the availability/inventory calculation. In most cases, a tour is dependent on the number of people, so select number of people and enter the maximum number of people that can be on this tour at any point in time and click save and continue.

Tour reservation rules

On the next page, you can specify what information the booking system needs to get from a customer when a booking is made. Make sure that you select number of people as a required field. If you differentiate between adults and children, set number of adults/children as required as well.

Customer information rules

Adding rates

You are now almost done with the setup. In the top menu, click the Rates menu option, and select standard rates. In the rates list, find the Outback tour and enter the price per adult and optionally child.

Adding tour rates

Don’t worry about the daily label for the rates, as long as you enter the rates in the very first column, WebReserv is smart enough to pick it up and use it as the rate for the tour. Click save and continue to save your rates.

Testing the rates

You are now ready to test the schedules. Click Frontdesk in the main menu and then select New reservation. You can enter number of adults/children (if selected) and click recalculate to see the total amount.

Tour reservation screen

Your tour/schedule setup is complete and you can now start taking tour reservations with your webreserv.com booking system.

For more tips and tricks on how to set up tour bookings with your WebReserv  booking system, go to http://www.webreserv.com/resources/na/downloads/WebReserv.com-Configuring-Tour-Bookings.pdf

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