Book a tour for a guest using the Tour Desk module in RMS, either from a Guest Profile or a Reservation.

Information

The Tour Desk module in RMS allows properties to manage tour bookings for guests. A tour booking represents a reserved spot on a tour offered by a Tour Operator.

Tour bookings can be created from three locations:

• The Tour Desk tab on a Guest Profile
• The Tour Desk tab on a Reservation
• The Tour Availability Chart

The available tours and tickets are determined by the tour setup, tour inventory, and ticket types configured for each tour operator.

When a tour booking is saved, a tour voucher is automatically generated. The tour voucher is a confirmation document with a guest copy and a property copy. It contains the tour details, guest information, and booking reference, and can be kept on file or provided to the tour operator as confirmation. Tour vouchers can be emailed or reprinted at any time from the Tour Desk tab.

Form Letters can be used to create custom tickets and waivers with a QR code for branded and personalised tour tickets that can be sent using correspondence in RMS.

Setup Requirements

The following setup is required before tour bookings can be created. These are typically configured by a System Administrator or property manager. If the Tour Desk tab is not visible on Guest Profiles or Reservations, contact your System Administrator to confirm the module has been activated.

• Tour Desk Module Activation - Enables the Tour Desk tab on Guest Profiles and Reservations.
• Tour Operators - At least one tour operator must be configured.
• Ticket Types - Ticket types must be set up for the tours offered.
• Tour Inventory (Optional) - Controls available dates and capacity for each tour.
• Form Letters for Tickets, Waivers & Tour Booking Confirmations (Optional) - For branded tour tickets and waivers.

Book a Tour

The steps below apply whether booking from a Guest Profile or a Reservation. The booking form is the same in both cases, with one additional field available on Reservations (noted in the steps below).

From a Guest Profile

To access the Tour Desk tab on a Guest Profile, open the guest's profile from the Booking Chart, a reservation, or by searching for the guest.

1. On the Guest Profile, select the Tour Desk tab.
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3. Select the + 'Add' icon to open the New Tour Booking form.
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From a Reservation

To access the Tour Desk tab on a Reservation, open the reservation from the Booking Chart or by searching for the reservation.

When adding a Tour to a reservation, the Tour date will default to the arrival date of the reservation.

1. On the Reservation, select the Tour Desk tab.
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3. Select the + 'Add' icon to open the New Tour Booking form.
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Complete the Tour Booking Form

After selecting the Add icon from either a Guest Profile or Reservation, the New Tour Booking form opens. Complete the following fields:

1. Select a Tour Operator.
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3. Select a Tour.
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5. Optional: Select a Travel Agent.
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7. Select a Tour Date.
8. Optional: Select a Pickup Point.
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10. Optional: Select a Pickup Time.
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12. Select a Tour Time.
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14. Select a Property.
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16. Optional: Select the checkbox 'Tour Confirmed with Operator'.
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18. Reservation only - Optional: Select the checkbox 'Charge to go on Extras Account' to direct tour charges to the reservation's extras account.
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20. Optional: Enter the Tour Operator Voucher Number.
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22. Optional: Enter the Tour Operator Reference Number.
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24. Optional: Enter Tour Transaction Notes for internal records about the booking or payment.
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26. Optional: Enter Tour Voucher Notes. These notes will appear on the guest's tour voucher.
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28. Optional: Select Dietary Requirements.
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30. Optional: Enter Tour Desk Report Notes. These notes will appear in tour desk reports.
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32. Select the 'Next' icon to proceed to ticket selection.
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34. Enter the Number of Tickets for each ticket type.
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36. Optional: Select and enter any Tour Extras.
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38. Select the 'Save/Exit' icon to confirm and save the tour booking.
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A tour voucher with a guest copy and a property copy will be generated on booking confirmation.

★ Tip: A tour voucher can be emailed or reprinted at any time from the Tour Desk tab on the Guest Profile or Reservation by selecting the three-dot menu icon next to the booking.