Set Up Templates - Tours/Attractions/Events

This section of the User Guide details how to load the information regarding your TOURS/ATTRACTIONS/EVENTS business and the way that it operates in eviivo frontdesk.

It is strongly recommended that you now read through this section, then complete the following Set Up Templates BEFORE entering this information into eviivo frontdesk.

The templates provided will help to plan what product and pricing information should be loaded into the system and enable you to set up the system for optimal use.

Please complete each of the following Set Up Templates:

Template 1 - Seasons

The first step towards setting up your business information in eviivo frontdesk is to prepare a list of Seasons.

Seasons represent the different periods during which Products can be booked.

The prices and availabilities of your Products may vary between seasons. Seasons can be overlaid with Close Outs when some or all Product/s are unavailable. When a booking date for a Product is selected, the system will recognise which Season the date falls within and apply the relevant price.

In normal circumstances, the list of Seasons will cover 365 days of each year and will not overlap, i.e. the start date of a Season will be the day following the end of the previous Season. It is possible to create two or more Seasons with overlapping dates, however it is important that in such cases, only one of the Seasons is allocated to any one Product.

Seasons Example

This tour business has only one change of price each year. The list of Seasons may therefore look like this:

Template 2 - Rate Types

The second step is to prepare a list of all your Rate Types.

Rate Types define the different levels of pricing (rates) attached to Products.

The following price types exist within eviivo frontdesk as Default Rate Types:

• Best Available

• Freeform

eviivo frontdesk provides the flexibility to specify additional Rate Types other than the defaults listed above. For example, a special price may apply to a promotional offer, or you may give certain Agents special prices. Following are some examples of Rate Types:

Rate Types Example

The tour business uses the following Rate Types:

Template 3 - Products

• Products define each individual tour, attraction or event an operator has available for booking.

You will need to consider the following details when entering Products into the System:

Name: The name or term used to describe the Product to the consumer. This name will be displayed to customers for selection when they are booking via online distribution channels.

Code: The shortened version of the name applied to the Product for internal purposes. Products will be listed in alphabetical order on your My Website and in the Diary based on the Product Name. Therefore, it is recommended that the Product you wish to appear first is allocated the number "01." as the first character of the name and so on for remaining Products.

Description: What you want customers to know about the Product and what will motivate them to buy. This is the description that the customer will view when booking via online channels other than your own website. You may either type in the description, or copy and paste from your website or other electronic source.

Alternative Description: When creating a Tour/Attraction/Event Product, an Alternative Description can be added. This would be used where a Tour can be sold using the same resource (e.g. vehicle) in a number of different ways and potentially at different prices. For example, a ‘River Cruise’ with a capacity of 20 people at £50 per Adult, with an Alternative Description as ‘River Cruise with Lunch’ at £65 per Adult. Combined bookings for both Tours can only be taken to a total of 20 people.

Products Example

A tour/charter business may have several different tours, but may only have one vehicle leaving on that tour each time.

Template 4 - Linked Products

When creating a Tours Product, a Linked Product can be added. This would be used for Tours that have several components that can be booked separately or together. For example, a Morning Tour, an Afternoon Tour and a Full Day tour that all use the same vehicle. A Customer may then book either of the two half day tours, or the Full Day Tour. In this way when one component is booked, reduced capacity is reflected in the Full Day Tour and vice versa.

You will need to consider the Products that are associated with the Linked Product and the sequence that they occur in.

Template 5 - Set Seasonal Schedule

This template combines all the information gathered above and allows you to set up a range of prices within eviivo frontdesk.

Set Seasonal Schedule Example

The tour business allocates the following prices to the product types, seasons, price types: