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Tour Availability Chart

View tour availability and make tour bookings when using the Tour Desk module in RMS.  

Overview

The Tour Availability Chart provides comprehensive oversight of all tours at a property and their availability when using the Tour Desk Module in RMS.

The chart displays tours that are available during the selected date range. Tour availability depends on the Tour Inventory and any existing bookings.

A tour booking can be created for a guest or a reservation directly from the Tour Availability Chart on any date a tour has remaining openings.

✎ Please Note: The Tour Desk module can be activated by contacting RMS Sales.
✎ 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

The following setup is required to use the Tour Availability Chart in RMS:

 

In the side menu of RMS, go to Tour Tracking > Tour Availability Chart.

  1. Property selector: Select a Property to view tours and availability.

  2. Days to view: Select the number of days to change the period shown on the chart.

  3. Start date: Select a date to show tour availability for the selected number of days from that date.

  4. Date navigation: Use the left arrow and right arrow icons to scroll backward or forward through the viewed dates.
    Tour Availability Chart in RMS with a Tour Name clicked to expand its row, showing a detailed availability grid for that tour across the selected date range.
     

Tour Bookings

A Tour Booking can be added to an existing guest or reservation directly from the Tour Availability Chart.

In the side menu of RMS, go to Tour Tracking > Tour Availability Chart.

  1. Select a Property.
  2. Select a Date.
  3. Select a Tour Name to expand the Availability View.
    Expanded Tour Availability row in RMS with a specific date cell right‑clicked, displaying a context menu offering ‘Add Tour to Guest’ and ‘Add Tour to Reservation’.
  4. Select a Date in the Tour Row.
  5. Right-Click and select 'Add Tour to Guest' or 'Add Tour to Reservation'.
    Tour Availability Chart in RMS with a tour date cell right‑clicked and the context menu option ‘Add Tour to Guest’ highlighted.


Guest Tour Booking

  1. Select a Date in the Tour Row.
  2. Right-Click and select 'Add Tour to Guest'
    Tour Availability Chart in RMS with a tour date cell right‑clicked and the context menu option ‘Add Tour to Guest’ highlighted.
     

  3. Enter the guest details to perform a Guest Search

  4. Double-click a Guest Profile to confirm the selection.

  5. Select 'Apply/Exit'.
    Guest Search window in RMS showing search fields for guest details, a list of matching Guest Profiles, one profile highlighted for selection, and an Apply/Exit button to confirm the guest for the tour booking.
     
  6. Confirm the 'Tour Name'.
  7. Confirm the 'Tour Date'.
  8. Confirm the 'Tour Time'.
  9. Advance to 'Seats & Costing'.
    Guest Tour Booking screen in RMS displaying confirmed Tour Name, Tour Date and Tour Time for the selected guest, with a button to advance to the ‘Seats & Costing’ step.
     
  10. Enter the number of tickets required.
  11. Optional: Add 'Extras'.
  12. Select 'Save/Exit'.
    Seats & Costing step for a guest tour booking in RMS, showing fields to enter the number of tickets, optional Extras, ticket pricing, and a Save/Exit button to finalise the tour booking.

 

Reservation Tour Booking

  1. Select a Date in the Tour Row.
  2. Right-Click and Select 'Add Tour to Reservation'.
    Tour Availability Chart in RMS with a tour date cell right‑clicked and the context menu option ‘Add Tour to Reservation’ highlighted.
     

  3. Enter the Reservation Search criteria.

  4. Select 'Search' to perform a Reservation Search.
    Reservation Search window in RMS showing fields for reservation search criteria and a Search button used to find an existing reservation to link to the tour booking.
     

  5. Select the Reservation.
  6. Select 'Apply/Exit'.
    Reservation Search results in RMS listing matching reservations, with one reservation highlighted and an Apply/Exit button to confirm the reservation for the tour booking.
     
  7. Confirm the 'Tour Name'.
  8. Confirm the 'Tour Date'.
  9. Confirm the 'Tour Time'.
  10. Advance to 'Seats & Costing'
    Reservation Tour Booking screen in RMS showing confirmed Tour Name, Tour Date and Tour Time for the selected reservation, with an action to proceed to the Seats & Costing step.
     
  11. Enter the number of tickets required.
  12. Optional: Add 'Extras'.
  13. Select 'Save/Exit'.
    Seats & Costing step for a reservation tour booking in RMS, with fields for ticket quantity, optional Extras, pricing details, and a Save/Exit button to complete the booking.

 

The Tour Booking will be made using the entered information, and the Tour Tickets or Tour Vouchers will open on screen.
Tour Ticket or Tour Voucher document in RMS displaying tour booking details such as guest or reservation information, tour name, date, time, ticket quantities and any extras, ready for printing or distribution.
 

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