Learn how to create an inventory base service within the cockpit

1. Overview

2. How to create Base Services? 

a. Steps to create Base Services

b. Adding Pricing 

c. Additional Tabs 

d. Publishing a Base Service

e. Adding a Base service to a Template

3. Display of Base Services  

4. Calculation Example 


 

1. Overview

Base Services are additional components that have a fixed pricing for a set duration. They offer the option to shorten or extend the duration of service, by subtracting or adding a specified amount from the fixed price.

Each Base Service is loaded as a single product and has a fixed pricing for the standard duration, and pricing for additional days.

Base services are used for example: 

  • To add single fees to a tour, e.g. national park fees
  • To add a service for a specific duration, e.g. a driver or guide.

The creation of both types of base services as well as their usage will be covered in the following article.

 

2. How to create Base Services? 

In order to load a base service, please make sure you have the following information available:

  • Name of the base service 
  • Net prices for the base service categories 
  • Included and excluded information 

 

Steps to create Base Services

  • Go to Cockpit
  • Click on Inventory
  • Click on Products
  • Click on Base Services

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  • Click on the button Create Base Service to open the following screen and enter the required information. 

Please Note: All required fields are marked with a *


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  • Add the Name of the Base Service
  • Choose the contracted Currency 
    • Note: This is only possible while creating the base service. Once you click Save, the currency cannot be changed for this base service anymore.
  • Select the Type
    • Choose between Transfer, Tour/Activity, or Accommodation 
  • Add items or services that are included or excluded.
    • For example, use clear and short descriptions (such as Included: "Lunch" or Excluded: "Transportation fees").
    • Please Note: The number of added items is unrestricted, but the characters are limited to 120 spaces per item. The Included / Excluded items are displayed in the Planner → if there are none added, the Title will display.
  • Click Save 
    • After clicking Save, the draft of the Base Service will be created and you will be redirected to a new page. 

Please Note:  The base service will not be created and the information won't be stored unless you click on Save. Only after clicking Save the draft of the base service will be created. 



Important Note: The currency cannot be changed after the base service is created. While the rest of the fields are open to being modified (in the draft and in future versions), the currency is considered as integral data of the base service.


 

Adding Pricing 

On the Pricing tab, various service categories can be added. There is no restriction to the amount. There are two options for which the base service pricing can be used for: Fixed Pricing for the Standard Duration, and Pricing for Additional Day.

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  • Click on the Pricing Tab 
  • Click on Add Service Category 
  • Enter the Name of the Service Category and hit OK. The entered Base Services will appear on the screen. 
  • Select the Pricing Type 
    • Price per Group 
    • Price per Pax
    • Included 
  • Click on the small calendar icon to add a Stop Sell Date (optional)
    • Specific dates where the service cannot be offered can be entered here.

To be able to add a pricing season you need to create a Pax range first. 

  • Click on Create Now
    • Pax ranges can be added according to the price calculations needed. The calculation will be based on your selected pricing type, per pax or per group.

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Case Use
Price ranges differ per number of Pax 1-1, 2-2, 3-3...
Price ranges are the same for a certain number of Pax, i.e. groups 1-2, 3-4, 5-10... 
Price ranges are the same for all Pax  1-99

 

After saving the Pax range, the pricing season can be added. Add as many pricing season as needed. 

  • Click on Add Pricing Season and then on Choose the season dates.
    • A pop-up window will open to edit the pricing season. Several season tables can be added and there are two possibilities of adding. 
    • Enter a Season Name e.g. Low, High or Peak Season.
      • Season names are optional and are for internal use only, i.e. they are not displayed on the Planner.
  • Calendar View 
    • By clicking and pulling the mouse, a continuously available season can be added, making the product available on all chosen dates.

    • Click on OK to save the season 

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Please Note: To remove selected dates: click on the blue highlighted dates and confirming the deletion.


  • List View
    • In the List view, dates can be selected by choosing them from the calendar. Selecting the start and end dates allows you to create a continuously available season, making the product available on all chosen dates.

    • Click on OK to save the season 

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Please Note: To remove selected dates: click on the bin sign, on the right-hand side.


Once you have added the different seasons needed, you are able to add a price to the season. 

  • Add your price below the PAX on each season. 

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Type 1 - Single Fees

To create a base service for a single fee, proceed as follows:

  • Keep the Standard Duration at 1
  • Add one or more pricing seasons
  • Set Pricing for Additional Day to 0

If a single fee is created for one day and added to a stop, it will be charged just once. If this one-time fee is added to various stops, it then will be added to each selected stop.

 

Type 2 - Set Duration Fees

To create a base service that covers a set duration, proceed as follows:

  • Adjust the Standard Duration
  • Add a pricing season
  • Add the Pricing for Additional Day

If a service is created for a specific duration and added to a stop or to several stops, it will be charged just once for the duration of the chosen stops. If the stay is shortened or extended, the price difference will be calculated accordingly.

Please see the calculation examples further down for three exemplary base services.


Please Note:

  • It is recommended to have a PAX range of at least up to 6 or 8 PAX.
  • Base services only apply to selected stops. Please make sure that the initial duration of the base service and chosen stops match.

 

Additional Tabs 

Learn more about the use of Additional Tabs in the following overview. 

Topic Description
Tags Tags can be used to distinguish products on the platform from one another and to pull the information from the base service via our APIs. 
Translate If the content is offered in various languages, this tab can be used to add the translation from your created content of the base service. The language options displayed are based on the setup of your application. 
Miscellaneous

This tab is for internal use only. Here you are able to:

  • select a supplier or operator 
  • select a custom margin
  • (select a commission category) 
  • add an internal comment 
  • see in which template/module the accommodation is referenced 
Integration The integration is used to add the external ID and system information. 
 

 

Publishing a Base Service

Before a base service can be used in the Planner and added to a Module or Template, it must be published. The status of the base service is always displayed next to the defined base service name. 

Next to the SAVE button, on the top right, you will see an action button with three dots

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  • Click on the Button 
  • Click on Express Publish to publish the base service 
    • The status of the base service will be set from draft mode to publish. 

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Adding a Base Service to a Template 

To add a base service to a Template, go to the Base Services & Rental Cars tab in the Template.

  • Add a base service by clicking on Add Another Base Service.
  • Choose one of the base services that are listed in the pop-up window.
  • Select one or more stops to which the base service should be applied to.

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On the Planner, the base service will then be added to the selected stops. 

 

3. Display of Base Services  

Having successfully created and published a base service, it will be displayed under Included at the top of the travel summary.


Please Note: Base services are not displayed on Explore or in the Planner.


Display on Travel Documentation: 

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 Display in Customer Care on Service & Price List: 

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4. Calculation Example

The following three examples should help to understand how base services work and how they are calculated.

Single fee excluding additional day: Single fee, e.g. national park fee, entrance fee, handling fees, etc.

  • Standard duration of base service: 1 day
  • Price for 1 day: USD 25
  • Price for additional day: USD 0

If a single fee is created for 1 day and added to a stop, it will be charged just once. If this one-time fee is added to various stops, it will be added to each selected stop.

Explanation

Validity
Base Service / Total

Base Service: Standard
Additional Fee
Total of Base Services added to Tour Price
Base service is added to 1 applicable stop 1  USD 25  USD 0  + USD 25
Base service is added to 2 applicable stops 2  USD 25  + US 25  + USD 50

 

Single fee including additional day: For example, daily driver for a Module/Template with a 3-day duration

  • Standard duration of base service: 1 day
  • Price for standard duration: USD 100
  • Price for additional day: USD 50

The standard price is USD 100 for 1 day and the chosen stop(s) span(s) is 3 days. In this case, the prices are calculated as follows:

Explanation
Duration
Base Service: Standard
Additional Fee
Total of Base Services added to Tour Price
Base service added to stop(s) with a set 3-day duration 3 days 3x USD 100 + USD 0 + USD 300
Extending stay on one of the selected stops +1 day 4 days 3x USD 100 + 1x USD 50 + USD 350
Extending stay on one of the selected stops +2 days 5 days 3x USD 100 + 2x USD 50 + USD 400
Reducing stay on one of the selected stops -1 day 2 days 3x USD 100

- USD 100

+ USD 200

 

Set duration fee: For example, a 5-day tour-guide for a Module/Template with an overall 10-day duration

  • Standard duration of base service: 5 days
  • Price for 5 days: USD 50
  • Price for additional day: USD 10

The standard price is USD 50 for 5 days. This will be added to the tour once. The application will assume the guide is only there for 5 days and not 10 days.

At the Template level, choose which stops the base service applies to. As soon as one of these stops are extended, the price for every additional day is added as follows:

Explanation

Duration
Base Service / Total

Base Service: Standard
Additional Day
Total of Base Services added to the tour price
Base service is added, applicable stops for Base service are selected 5 days / 10 days USD 50 + USD 0 + USD 50
Extending stay on one of the selected stops +1 day 6 days / 11 days USD 50 + USD 10 + USD 60
Extending stay on selected stops +5 days 10 days/ 15 days USD 50 + 5x USD 10 + USD 100

Important Note:

  • The total amount of a base service on the Planner includes the sales margin applied.
  • To check if your base service has been added correctly go to the customer care section, search for the specific itinerary and check the Services & Price List.

 

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