Overview

In the scope of Group Tours, TripBuilder supports the specific use case of itinerary booking for a tour leader. This allows Tour Operators to keep track of all operation aspects regarding the tour leader as part of a group tour, such as managing accommodations, transportation seats, and entrances in national parks or museums.

Creating a booking for a Tour Leader

The creation of tour leader bookings is conducted directly from the Cockpit. This action is reserved for users with Inventory access only. Having selected a group tour template:

1. Click on the three dots button (top right of the screen) to access actions over the template.

2. Select the option Create Tour Leader Itinerary.
   
   

3. A new modal window is presented where you can define the specific group tour travel. The following options are available:

   1. Distribution Channel (*): if more than one Distribution Channel is available, you must select the one that applies.

   2. Travel Agency: if the Tour Operator, for optimisation aspects, concentrates the tour leader bookings under a single Travel Agency, you can select it at this time.

   3. Start Date (*): defines the departure date for the group tour. Only available dates in the template will be presented.

   4. # of Travellers (*): defines the number of passengers as tour leaders. There's no restriction to the number of PAX.

   5. Service level (*): for fixed multi-day tours, a service level must be picked from the ones configured in the tour.

   6. Language (*): the language used to generate the travel documentation.

   7. Remarks: support textual information associated with the booking. It represents a good policy to add a remark stating this booking refers to a tour leader.

By confirming the creation of the tour leader itinerary, you'll be redirected to the Checkout.

Checkout process

While in Checkout and after being redirected to this page from Cockpit, you can add the PAX details of the tour leader. In this stage, you can also see a special mention (marked in orange at the top of the screen) that this flow refers to a tour leader booking.

During Checkout, you perform almost all the steps of a normal booking, such as the availability check of products on the tour. The main difference is that the itinerary sales price is always set to zero, regardless of the number and type of products in the itinerary.

This is clearly presented in the Payment step, where the overview of the booking shows that no payment action is paid. From here, you can go forward with the booking.

Customer Care Tour Leader Booking

After successful booking confirmation, Tour Operators can verify the tour leader's booking details in Customer Care.

The itinerary can be seen in the Itineraries list and in the respective Group Tour departure date details area. 

For that, you should take the following steps:

1. Access Customer Care.

2. Go to Group Tours section.

3. Search for the corresponding Group Tour departure date in the list of departure dates. Go to the Departure details entry.

4. On the Group Tour departure date page, go to the Itineraries list so that you can check the details of the tour leader itinerary.

Allotments

For group tours with allotments, the tour leader’s bookings also consider the existing allotments for the tour. So whenever a new booking is created for the tour leader, an allotment unit will be deduced according to the service level and room selection. There are no dedicated allotments for a tour leader.

Travel Documentation

The remarks added in the tour leader creation are also visible in Travel Documentation. If required, this can be edited from Customer Care. The remarks also support markdown syntax.