This article explains how to book a tour for a guest in the Tour Desk module, from a Guest Profile or a Reservation.
Overview
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.
Book a tour for a guest to reserve their seats with the tour operator, record the tour charges in RMS, and give the guest and the operator a voucher.
Book a tour from a Reservation when the tour is part of the guest's stay: the Tour Date defaults to the arrival date, and you can put the tour charges on the reservation's extras account. Book from the Guest Profile when the tour is not tied to one of the guest's reservations. A tour booked on a Guest Profile shows only on that Guest Profile, and a tour booked on a Reservation shows only on that Reservation.
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.
Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.
Setup Requirements
Before you begin, check that the following setup is complete. 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 for a Guest
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 field table below).
Tip! Tour detail fields will be optional or mandatory based on the tour setup in RMS. The table below marks fields as Optional based on default settings, but your configuration may differ.
Open the New Tour Booking Form
The New Tour Booking form opens from the Tour Desk tab on a Guest Profile or a Reservation. Open the Guest Profile from the Booking Chart, a reservation, or by searching for the guest. Open a Reservation from the Booking Chart or by searching for the reservation.
- On the Guest Profile or Reservation, select the Tour Desk tab.
- Select the + 'Add' icon to open the New Tour Booking form.
Complete the Tour Information
The Tour Information screen is the first screen of the New Tour Booking form, where you choose the tour operator, tour, date, and time.
- Complete the fields on the Tour Information screen, using the table below as a guide.
- Select the
'Seats & Costing' arrow icon to proceed to ticket selection.
| Field | Description |
|---|---|
| Tour Operator | The tour operator offering the tour. |
| Tour Name | The tour to book. The tours available are set in the tour setup for the selected tour operator. |
| Travel Agent | Optional. The travel agent for the booking. |
| Tour Date | The date of the tour. On a Reservation, this defaults to the arrival date. |
| Pickup Point | Optional. Where the guest is collected for the tour. |
| Tour Time | Select a tour time. Each time shows the number of seats available. |
| Pickup Time | Optional. The time the guest is collected. |
| Property | The property the tour booking belongs to. |
| Tour Confirmed With Operator | Optional. Select once you have confirmed the booking with the tour operator. |
| Charge To Go On Extras Account | Reservation only. Optional. Select to direct the tour charges to the reservation's extras account. |
| Tour Operator Voucher No | Optional. The tour operator's voucher number. |
| Tour Operator Reference No | Optional. The tour operator's reference number. |
| Notes (Appears On Account) | Optional. Internal notes about the booking or payment. |
| Notes (Appears On Voucher) | Optional. Notes printed on the guest's tour voucher. |
| Dietary Requirements (Appears On Tour Desk Report) | Optional. The guest's dietary requirements. |
| Notes (Appears On Tour Desk Report) | Optional. Notes shown in tour desk reports. |
Add Seats and Extras
The Seats & Costing screen is the second screen of the New Tour Booking form, where you enter the number of tickets and any extras for the tour.
- In the Seats table, enter the Qty for each ticket type.
- Optional: In the Extras table, enter the Qty for any tour extras.
- Select the
The Actual Cost section shows the total seats by guest type, the total cost of seats and the total cost of the tour.
Example: Book Two Adults on a Sunset Tour
For example, using the demo values in the screenshots above: to book two adults on the Lake Excellent Sunset tour run by The Lake House Tour Guides, select that tour operator and tour, choose a tour time, then enter 2 in the Qty for the Adult ticket type and 2 in the Qty for Chocolate Dipped Strawberries. At $175 per adult seat and $25 per extra, the Actual Cost section shows a Total Cost Of Seats of $350.00 and a Total Cost Of Tour of $400.00.
RMS generates a tour voucher with a guest copy and a property copy when you save the booking.
To email or reprint a tour voucher at any time, open the Tour Desk tab on the Guest Profile or Reservation and select the three-dot menu icon next to the booking.
Troubleshooting Tour Bookings
If a tour booking does not behave as expected, check the following:
- The Tour Desk tab is not visible: the Tour Desk module may not be activated for your property. Ask your System Administrator to check.
- The tour you need is not in the Tour Name list: the tours available depend on the tour setup for each tour operator. Check that the tour is set up for the selected operator.
- No tour time, or no seats, shows for the date: tour inventory controls the dates and number of seats available for each tour. Check the tour inventory for that date.
- Charge To Go On Extras Account is missing: the option is available only when you book from a Reservation.
- A field you expected to be optional is mandatory: the tour setup decides which fields are optional or mandatory.
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