{"data":{"entities":{"widgets":{"7bdde73c-5040-443d-b770-a1e438052e66":{"kind":"popup","cta":"Continue","audio_url":"","options":{"root":{"theme":"light","close_button":false,"prev_button":false,"show_step_number":true,"spot":"hard","hasSpotlight":false,"spotlightColor":"#9939eb","backgroundColor":"#ffffff","borderColor":"#02a0f7","frameWidth":500,"secondaryButton":false,"maxFrameWidth":null},"description":{"value":"

Welcome!

Creating a New Tour

A Tour or a Departure is a date specific instance of a Trip.

When creating a new tour, it is based on a Trip Master, which is a template of the package that you offer.

In this demo we'll show you how to create a new tour with all information in the Details section.

Let's go!

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Click on the + New button from the Options Panel in the Tours Dashboard.

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or alternatively,

From the Main Menu | Tours | Tour List

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and add a new Tour here by clicking the + Tour button.

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Select the Trail / Category or Country that the chosen Master is based on, e.g. Great Taste Trail.

Then select the Master that this Departure will be based on, e.g. GTT - Captivating Highlights.

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Select the Start Date for this Tour. Use the single arrows to move backwards and forwards by month, or the the double arrows to move to new season.

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Enter the number of clients that you are aware of who will be joining this tour.

E.g. 7 clients

You can always add more clients after the tour has been created.

If this is a fixed date departure, and you don't yet have any bookings, you can leave this field blank, and add the clients later.

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Change the Description of the Tour.

Typically, we recommend you use the Organiser's Last name (in CAPS) and then their First name to identify the group.

So the Tour name could be FRASER William, or something else which identifies this unique group/trip.

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The Tour Code will automatically be created based on your system settings.

Learn more from here.

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Click the Create button.

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Good work!

You've done a great job creating your new Tour!

Welcome

Tour Level

Let's take a quick look around Tour level

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The Tour has now been created for you....

If you have closed out of the tour you just created, you can find it in the Tour Dashboard and click once to open it.

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The Tour Code is displayed at the top of the tour along with

the Name of the trip
the Season specified
the Master that this tour was based on
the Start date and End date of this tour.
A green colour dot indicates this is an Active Tour.

TIP: Notice the Tour colour banner across the top is a soft teal colour. Masters are a darker shade of teal, and client bookings are a soft peachy colour.

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The number of Days in the tour is shown
and the number of Clients currently booked
If Guide Staff have been added to this tour, the number of Guides will be displayed in the center.

The asterisk indicates that the minimum number of bookings required for this tour to proceed has been reached (if that's your business model).

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A Price for the entire Tour will be entered based on the prices charged to bookings.

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The Tour has a Main Menu on the left hand side,

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...and each Menu item has a new set of Tabs along the top.

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The More Actions button offers a range of tools to manage and adjust tours efficiently.

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It provides easy access to key functions such as

adding bookings
viewing the Master for this tour
moving the tour
checking bike inventory and
shuttle schedules

Additionally, it allows you to search for other Tours or Clients below.

Return to the Main Menu by clicking on the Home button above.

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The Booking level records are listed on the right hand side so that you can navigate to them separately.

Click on the + Booking button below if you wish to add a new booking.

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Good work!

Now you know what's inside the Tour Level in Odyssey!

Welcome

Tour | Details | Notes & Inclusions

Let's go into the Details.

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Details | Details:

You can view and edit some key Tour Details here:

Tours can be renamed
extra days added
the tour status can be changed (e.g. cancelled, on hold - your business has it's own Tour statuses)
a check box to indicate if the tour is Released (learn more about the Released status here
indicate if this is a New Tour, in case Depot needs to review it for their own logistics
a star indicator which indicates if/when the Tour is fully paid up

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Details | Details:

A new Master can be assigned, and the Tour code changed
Changing the tour type (depending on your own companies settings) can determine the content that is used in email communications to client. e.g. if you select Guided here, then some guided content can be included in email comms.
Fixed date Tours can have the Min and Max no of clients defined here, and those fields will be highlighted when the thresholds have been met
Group type is a reporting metric

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As the tour progresses towards completion, you have the flexibility to mark all items in the To-Dos list as completed.

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Details | Notes:

Notes for Office Staff and notes for Guides can be entered on the two tabs under Notes tab.

If notes are entered, a tick will appear in this tab to visually indicate that there is something for the staff or guide to review.

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The Office notes can explain anything about this tour that may be of interest to your office staff. Office notes do not appear on any paperwork.

E.g. explaining why a discount has been applied or perhaps a group is arriving on a flight which has had its arrival time rescheduled.

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The Guide notes may include important info like birthdays or health conditions that you particularly want the guide to be aware of. Guide notes are printed on guide-related documents.

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Details | Inclusions:

The Inclusions Text holds editable explanatory details about what this trip offers, pre-populated from the Master.

Inclusions Text will appear on the client's booking form.

To show it in the itinerary and Ody Trips App, simply tick the \"include in itinerary\" box.

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There are two layout indication views: one for the itinerary and one for the booking form, with lines indicating how the text fits in each.

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Good work!

You've populated Tour | Details | Notes and Inclusions in Odyssey!

Welcome

Tour | Details | Depot & General

In this section we'll look at Tour Details | Depot and General settings.

Let's go!

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Details | Depot Tab:

The Depot tab provides you with the opportunity to record notes which could be of interest to the Depot Staff Pre-tour or Post-tour.

Once again, a tick will appear at the top of the tab if notes have been entered.

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Pre-departure notes could mention a special requirement required by a guest, or a task that the Depot needs to be aware of.

and Post-departure text could be used to note something that the Depot became aware of during the Tour, such as an injury or an equipment failure.

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You can edit the Pre-tour briefing date and time from the dropdown, and also change the duration of the briefing.

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The Briefings Calendar button will allow you to switch to a Calendar view to check that you've selected a suitable time for the briefing.

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You can view the briefing calendar by Day, Week or Month.

Any other booked briefings will show in this view, allowing you to ensure there are no scheduling conflicts.

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Select a Briefing Location from the drop down list.

The Depot team will have their own set of To-do tasks which can be managed as the tour progresses. Click here on how to set it up.

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The General tab displays the creation date of this departure and the name of the staff member who created it. A tour can also be assigned to a colleague.

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Financial details can be viewed and edited here, including deposit and tax requirements, the pricing model, and the currency used. Click here for more info.

You can also input the kilos or portion of a carbon kilo for each booking on this tour.

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The Provider Rooming Details fields relate to email communications with Providers, generally for fixed tours, prior to the start of the season.

Select the estimated number of rooms from the dropdown to communicate initial booking numbers required. As the number changes, update it at the right hand side and add a new message below. The email template will automatically pull data from these fields when you send the email.

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Good work!

You've populated the Tour | Details tabs in Odyssey!

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