Close out Tour/Attraction/Event

The Close Out tool allows you to quickly and easily close out either an entire Tour (Event/Attraction) so it will not be available for sale online or offline for chosen dates. Or to close out a specific number of seats/tickets in order to reduce the availability of that Tour for a specific date. You will be able to enter close-outs for normal Tours and/or their Alternative Descriptions. You will not be able to enter a Close Out for a Linked Tour - instead you will need to enter Close Outs for the individual component Tours.

Note that you can also close out Tours remotely by logging into your Manage screen. See Manage Close Outs

You should also use Manage Close Outs if you need to Close Out a Tour for a date range.

Close Out a Tour

Follow these steps if you wish to close out an entire Tour Product for a particular date - that is, so no seats will be available.

You can close out an entire Tour whether or not the Tour has current bookings. However, if there are existing bookings, you must decide whether the existing bookings will be honoured or not. If the Tour is not to go ahead, you will need to contact existing customers. To warn you of this, an overbooking report will be generated and an alert displayed top right of the Res screen if you Close Out a Tour with existing bookings.

1. In the Diary screen, scroll, or use the calendar to select the date of the Tour to be closed out.

2. Locate the diamond icon for the Tour and date to be closed out.

3. Right click on the diamond and select Close out Product.
   

4. The Tour diamond will turn black if there were no existing bookings, indicating the Tour is no longer available.
   The Tour diamond will turn red if there were existing bookings, indicating that no further bookings can be made.

5. Any Alternative Descriptions relating to this Tour will also show as Red.

Close out Seats/Tickets (Reduce Capacity of Tour)

Follow these steps if you still want the Tour to run but need to make less seats available (reduce capacity) for a specific date without having an actual booking.

1. In the Diary screen, scroll, or use the calendar to select the date of Tour to be changed.

2. Locate the diamond for the Tour and date to be changed.

3. Right click on the diamond and select Add Close Out.
   

4. In the resulting screen, the date and Product name will be automatically selected. If this Tour has multiple start times, select the one required, then enter the number of tickets that you need to block out  and a Description if required.
   
   

5. Click Save.

6. Now, when you double click the Tour diamond to view the bookings, you will see that the Close Out has been recorded. Availability will reflect total capacity less any bookings and/or Close Outs.

7. Note also that if there are any associated Alternative Descriptions, or Linked Products, the availability of these will also be updated accordingly.

Remove/Delete a Close Out

Follow these steps in order to make a Tour available again or release previously closed-out seats.

1. In the Diary screen, scroll, or use the calendar to select the date of Tour to be re-opened.

2. Locate the diamond for the Tour and date to be re-opened. Doule click, or right click and select View Bookings.

3. Right click on the Close Out entry and select Delete Close Out
   

4. The diamond will then show as full or partial availability as relevant.

Change number of seats/tickets to be closed out

1. To increase the number of seats to be closed out, simply add another Close Out for the extra as per instructions under "Close Out Seats".

2. To reduce the number of seats to be closed out, you may either delete the original Close Out as above then add in a revised one. Or you may edit a Close Out via Manage Close-Outs in the frontdesk Manage tab.