Setup a Tour, event, activity, or experience when using the Tour Desk module in RMS.

Overview

A tour is an activity, event, or experience that can be booked and paid for on a reservation when using the Tour Desk Module in RMS.

Tour availability can be set for a date range or indefinitely, with the tour duration and schedule defined for each date range.

Pricing of tickets is set on the tour schedule, enabling changes in pricing, availability, and schedules to be added, updated, or removed without impacting existing tour bookings.

Including Tour Inventory allows for managing tour capacity, ticket or seat allocation, and viewing availability to maximise sales of tours on offer.

Tour Desk includes a tour voucher that can be used as a ticket or as proof of payment, with the option to create custom tickets and waivers using a form letter.

Additional options are available on a tour to specify pick-up points, pick-up times, tour operator vouchers, tour commissions, or if a tour is considered a transfer to or from the accommodation.

Tour photos can be added to display with the tour details on the RMS Booking Engine or Guest Portal to encourage guests to book onto available tours during the online booking process.

Ticket types can be set as available per tour schedule, with the option to choose if that ticket type will also be available for purchase on the RMS Booking Engine.

Requirements can be used to add optional tour extras to upgrade or offer premium inclusions on top of the base activity, event, tour, or experience.

All tours include an audit trail of changes made, showing which user made the change, when the change was made, and what was changed.

Examples

Repeating Services - Shuttle Bus, Accommodation Transfer

A shuttle bus service that transports guests around different locations at the property on a regular service or accommodation transfers to and from the property and an arrival or departure point can be setup as a tour using tour inventory and tour schedules to manage availability, capacity, tickets, and running of the service.

Guided Tour - Walk, Hike, Kayak, Bus, 4WD

A guided walk, hike, kayak or canoe tour, bus or 4WD adventure with capacity limitations based on the vehicle or legal requirements for the ratio of guests to tour leaders can be setup as a tour using tour inventory and tour schedules to effectively manage availability, capacity, tickets, and rostering of staff.

Exclusive Experience - Wine & Cheese Tasting, Degustation Dinner, Behind-the-Scenes Tour

An intimate wine and cheese tasting experience in a wine cellar with limited seating, a private degustation dinner with the head chef or special guests, or a unique behind-the-scenes look at an area ordinarily off limits to guests can be setup as a tour using tour inventory and schedules to manage availability, capacity, tickets, schedules and staff rostering.

Major Event - Concert, Festival, Exclusive Event, Sporting Event, Outdoor Cinema Film Night

One-off or repeating major events in large spaces, including music concerts, festivals, trade fairs, film nights, or football matches and other sporting events, can be setup as a tour using tour inventory and the tour schedule to manage the availability, capacity, ticket or seating allocation, and sale of the event.

Setup Requirements

The following is required to setup a tour in RMS:

• Tour Desk Module Activation
• Tour Inventory (Optional)
• Tour Operators
• Tickets
• Tour Sundry Charge
• Pick Up Points (Optional)
• Requirements (Optional)
• Form Letters for Tickets, Waivers & Tour Booking Confirmations(Optional)

Guide

In the side menu of RMS, go to Setup > Tour Desk > Tours.

1. Select 'Add'.
   
    
2. Enter the Tour Name.
   Enter a Tour Code (Optional).
3. Enter a Tour Description.
   Select a Tour Operator (Optional).
4. Select a Tour Sundry Charge.
   Enter a Guest Account Note (Optional).
   Select the checkbox 'Use Inventory' and select the Tour Inventory (Optional).
   Select one or more Pickup Point(s) (Optional).
   Enter the Public Insurance Number (Optional).
   Select a Form Letter as the Ticket Template (Optional).
   Select the checkbox 'Waver Required' and select a Form Letter for the waiver (Optional).
5. Select 'Save'.
   Complete additional setup in the Options, Online, Photos, Commission and Requirement tabs if required (Optional).
   
6. Navigate to the Schedules tab.
7. Select 'Add'.
   
    
8. Select the 'Tour Available From' and 'To' Dates, or select 'Set Permanently'.
9. Enter the Start Time and Duration.
10. Select the Days the Tour Applies On.
11. Enter the Ticket Price.
12. Select 'Avail'.
    Entering a ticket price without selecting the 'Available' checkbox for that ticket will prevent that Ticket Type from being available on the Tour.
13. Select 'Online'.
    The checkbox to make available to Online can only be selected when the Ticket Type is available.
    Ticket Types made available to Online will be available for purchase on the RMS Booking Engine.
14. Select 'Save\Exit'.
    

Tour Options Tab Information

• Pickup Point Required
  This makes it mandatory to select a pick-up location when creating a tour booking for this tour.
• Pickup Time Required
  Makes it mandatory to select a pick-up time when creating a tour booking for this tour.
• Tour Operator Requires Own Voucher or Tour Operator Bills By Own Voucher
  This determines if a voucher must be created in RMS or if the tour operator will provide a voucher for the tour.
• Deposit Commission Only To Be Paid
• Tour Date Required.
  This makes it mandatory to select a date when creating a tour booking for this tour.
• Tour Operator Requires Confirmation.
  This makes it mandatory to select 'Confirmed with Tour Operator' when creating a tour booking for this tour.
• Tour Operator Requires Confirmation Reference
  This makes it mandatory to enter a confirmation reference number when creating a tour booking for this tour.
• Tour is a Transfer To or From Accommodation
  This indicates this tour is a guest transfer between the accommodation and a set arrival or departure point.