Overview

Allotments are available for accommodations, activities, multi-day tours, and transfers (all means of transportation). 

For accommodations, an allotment needs to be defined for every single night. All other product types behave differently because the product itself defines a duration/length. Therefore, the allotment is defined on the starting date only.

00:00: In this video, you will learn how to use Allotments in TripBuilder to manage your inventory effectively. 00:06: Allotments let you manage your inventory in an easy way. Creating this allotments for your Inventory Products will allow you to mark the dates where your Products have availability. This function is different from the "Available on Request" feature. 00:20: The Allotments feature is available in the following Inventory Products: Accommodations 00:26: All types of transfers 00:28: Transports 00:30: And finally, transit and stop activities. 00:33: Navigate to any Inventory product listing, and click on any product you want to add Allotments to. 00:39: On the top right corner, you will find the Allotments button. You don't need to Open and edit the product. Click on the button. 00:48: On the top, you will see fields that you can use to filter and search for already created Allotments in this Inventory Product. 00:55: And below you will have all the Room, or Service, Categories this product has. 01:01: In this case, you can see the two Room Categories we have, with their different Room categories. You can add Allotments individually to all of them. 01:10: Click on the Add Allotment button. 01:13: Choose the rule type. Allotments can be defined on day rules based on a single day, multiple days, or a series of days. 01:21: For single day rule, you can define only one day in which you have an allotment for this product. 01:27: For multiple day rule type, you can define various independent days in which you have the same allotments for this product. 01:34: For Series type of rule, you can select a date range. Start by selecting the first date 01:41: and then the last date. 01:43: In addition, for easy date selection, within the date range, you can also select the affected days in the week. 01:51: Let's continue creating the allotment. For all the remaining fields, the type of rule you select is not a differentiating factor. 01:59: For cut off, you can select either a cut off date, 02:03: Or by a number of days prior to the Allotment date. 02:06: In this field, add the number of available units you have with your supplier. 02:11: On the "Overbook and Units" field you can select if you want a hard stop sale, or continue selling on request, if the allotments are overbooked. 02:19: Selecting the option "NO", will mark this Product as unavailable, if all the allotments you have are already booked. 02:26: If you select yes, you can also add the number of units available for Overbooking. 02:31: On Status, you can select Open or Closed. You can then change this Status at your own needs. 02:38: Finally, you can add any remarks you find necessary to this specific allotment. 02:43: Don't forget to save your changes. 02:46: Once an allotment is created for a Room or Service Category, the product is no longer considered as free-sale and will therefore only be available for booking on the dates with open allotments. 02:57: You can easily see at glance the number of booked units, the status, which you can change, and overbook situation. 03:05: You can add as many allotments for one Room or Service Category, as you need. 03:10: You can also add Allotments to the amenities, if your Product has any. Click on the Add Amenity button. 03:17: Click on "Add", on the Amenity you want to create allotments to. 03:21: Then just repeat the process as we just saw. 03:24: Since you can have several allotments for all your inventory products, TripBuilder offers you a way to search and see all the allotments you have, independently of the Inventory product type. 03:35: Click on Allotment Search. 03:37: You can search allotments by product name or city. 03:41: After your search, the returned results can be consulted. In this page, you have all the information available about the individual allotments created. 03:50: Including product type, name of the Category, type that can be room or service. 03:56: And then, information related to the actual allotment, with number of units, booked units, the status and cut off dates or days. 04:05: Finally, clicking on the title redirects you to that products page. 04:10: This guide covered how to use Allotments in TripBuilder to efficiently manage inventory. Don't forget to check our Knowledge base article about this topic. See you soon!

Add Allotment

Steps to add an allotment

• Go to Inventory 
• Click on Products on the Navigation bar
• Click on an inventory product type that supports allotments. For this example, click on Transit Activities and select the desired Transit Activity
  
• Click on the Allotment button on the right-hand side
• Click on
  • Add Service Category and select a service category or
  • Add Room Category and select the rooms of the categories
• Allotments can be defined per each Service Category (e.g. Touristic Class, First Class, Premium) or Room Category (e.g. Single room, Double room).

• Click on the Add Allotment button. 
• A modal opens and asks if you want to add allotments for 
  • Use Single Day to only add an allotment for a single day. 

• • Use Multiple Days to create allotments for a couple of days at the same time. 

• • Use Series to create allotments for a series of days/weeks and define which days of the week are affected. 

• If required, add more allotments to the service category. Simply click on Add Allotment to create another one.
• Click Save

Once an allotment is created, the product is no longer considered a 'free-sale' and will therefore only be available for booking on the dates with open allotments.

Allotment Attributes

Example:

Allotment Status Change 

To set the allotment status to close, the user needs to go to the allotment overview and manually set the allotment status from open to closed. This can be done at any time. 

Additionally, the TripBuilder system allows the enablement of an additional feature to automatically set the status to closed once the cut-off date has been reached.  

If the feature is enabled, the allotment is set to close at 2 am UTC on the cut-off day.