Group Tours in Customer Care

Once the feature is enabled, you'll see an additional tab in Customer Care called Group Tours. 

This is important for customers with multiple itineraries that are all part of the same group departure date where you want to see those itineraries grouped rather than having to search individually for each itinerary. 

Click the Group Tours tab to view all Group Tours Departures: 

Group Tours View

The initial view displays all the Group Tour Departures that have been published, showing: 

• Title: the title of the Group Tour. 
• ID: the ID of the template, not the itinerary ID. 
• Departure date: the departure date of the Group Tour. 
• Pax Booked: the total number of travellers currently added to this Group Tour Departure date across all the itineraries. 
• Total Bookings: the number of bookings made for the departure date.
• Status: displays the status of the Group Tour Departure. 
• Action button: displays the actions available for each Group Tour Departure depending on its status.

Searching for Group Tours

The Group Tour view supports search and filtering options, so you don't have to scroll through all the Group Tours to find the one you want. Textual search is available in the search bar, and the filter controls can be enabled by clicking on the icon at the top right.

For example, below, the status has been set to On Sale, and the date range has been set between 25 August 2022 and 25 September 2022. This returned a result of 60 group tour departures between those specific dates. 

You can also use the search box to search by title or template reference ID, or further refine an initial search. As shown in the screenshots, the date range was searched initially then the title search was added to refine the search further.

Click Clear all to remove search and filtering criteria. 

There's also the ability to alphabetically sort the table content using the up/down arrow on the right side of each column title.

Guaranteed Departure Flag 

If a Group Tour has been set up to be configured as a guaranteed departure, then the flag also appears in Customer Care, so this is easily identified. 

Group Tour Overview

Once you've found the Group Tour you want to view, it's possible to click on the specific departure date to look at an Overview of the Group Tour where you can see more information: 

The overview displays the main information from the Group Tour and then an overview of the specific departure, including: 

• Flight Configuration
• Travel Dates: the main tour dates, not including pre/post extensions. 
• Group Size 
• Distribution Channels
• Modules 
• Pricing information 

From this view, you can navigate back to all Group Tours or click into two more sections showing information about the specific group departure, available on the menu on the left side of the page. 

Itineraries

This is the view of the itineraries part of a Group Tour Departure. 

If you instantiate a Group Tour itinerary on a departure date, the itinerary won't just appear in Customer Care in the Itineraries tab but also as part of a Group Tour.

Below is a view of a set of itineraries for one Group Tour Departure. 

The Itineraries view gives a summary of each itinerary: 

• Title: including a clickable link taking you into the itinerary where you can perform cancellations and booking changes as needed on a specific itinerary. 
• ID: itinerary ID.
• Last Modified: same as on the itineraries tab. 
• Status: itinerary status. 
• Start/End: travel start and end dates, not including pre/post extensions. 
• Agency 
• Service Level: as per the template, the definition shows the service level, for example, Standard or Superior. 
• Pax: the total number of passengers on the itinerary. 

Click the button Hide filters to open the Filter Options section. By default, the Itineraries tab filters only booked itineraries, so it's easier to view the confirmed passengers on the departure. But it's possible to filter the itineraries from any available statuses with the dropdown below Itinerary Status.

If you click a specific itinerary and then want to navigate back to the Group Tour views, this can be done from the Overview tab of the itinerary shown below. 

There is a new field called Group Tour with a clickable link using the template title to allow you to navigate back to the overview screen of the specific group tour.

How to perform an itinerary bulk update

When executing a post-booking edit to an accommodation or activity component shared by multiple Group Tour itineraries, you can conduct a single bulk update instead of multiple individual updates on itineraries. This way, time-expensive manual work is avoided by automation and component coherence is maintained.

Having selected an itinerary associated with a Group Tour and being directed to the Overview page of the itinerary, select the Services & Price List option under the Itinerary menu and scroll down to view the Accommodations and Activities list sections.

Click the pen icon in the Status column to open a modal to edit the component. 

At the top, on the right side of the modal, the option Update on all Group Tour itineraries is displayed. Enable this option to extend the product update across all itineraries of the same Group Tour. If this option is disabled, the changes will only be applied to the selected itinerary.

Change the desired information and click Save to confirm the action. A notification modal appears, displaying a summary of the operation, with a list of all itineraries and the status of the bulk update (if it was successful or not).

In case of failure to propagate the changes, the modal displays which itineraries failed and the reason behind them.

If successful, your changes are propagated to all itineraries with the same components.

The updated information is visible in the itineraries' Travel Documentation:

• The itinerary where the change was initially made:

• The change propagated to the other itineraries in the Group Tour and is visible in the Travel Documentation:

Pax Details

This is the view of all passengers that are part of any itinerary on the Group Tour Departure. 

Click on the Pax Details tab to get an overview of all the passengers without having to click on each individual itinerary to see the information.

This is a read-only view, so it cannot be updated. Any changes to the passenger details must be done on an individual itinerary, not at this group level. 

Remarks

• If you need to cancel a Group Tour, all actions must be done on the itinerary level.
• An overview of the management of allotments and how many are booked vs open is currently not supported on the Customer Care view of Group Tours.
• Allotments must be managed from Cockpit Inventory, not Group Tours in Customer Care. 
• Any actions, such as passenger detail updates, cancellations or booking changes, must all be done on the itinerary level, not the Group level.
• The Notes tab that displays in Group Tours is not supported. This can be done from individual itineraries if you want to use this feature.