Group tours: departures, seats and group planning
A group tour sells seats on a shared departure: several bookings travel together, with the same guide and vehicle. A departure's Capacity is its number of seats, shared by all its bookings.
How a departure opens
You don't need to create departures in advance. The first booking for a date and start time opens the departure, and the next bookings join it until its seats are taken. To plan ahead, you can also add departures yourself on the Planning page.
The Planning page
Tours → Group tours → Planning lists your group departures in a date range, one row per group.
- Pax: one square per seat, filled for each passenger booked.
- UNSET under a component: nobody is assigned yet. Click it to choose a guide or vehicle and its cost.
- Select rows as in a file explorer: click, Ctrl-click or Shift-click them, or drag a box over them.
- Add filter narrows the list to one tour.
The four tabs
The tabs above the list act on the departures and groups you select:
| Tab | What it does |
|---|---|
| Add departures | Creates departures of a tour on the days you choose |
| Add groups | Adds a group to the selected departures, such as a second bus |
| Edit groups | Changes the selected groups' capacity, guide, vehicle and costs |
| Edit departures | Changes the selected departures' date, tour, time or duration, or removes them |
Adding departures in advance
- 1
Choose the tour
On Add departures, choose the tour, the Date range and the Pickup time.
- 2
Choose the days
Pick the Days of the week, and Odd days only or Even days only if the tour needs it.
- 3
Add them
Click Add departures to schedule. Dates that already have the departure are skipped.
Assigning guides and vehicles
- 1
Select the groups
Click the groups' rows in the list, then open Edit groups.
- 2
Choose who and what it costs
For each component, choose the Name of the guide or vehicle and enter the Cost. Switch on Apply beside each value you set.
- 3
Save
Click the save button under the form, such as Save changes to 1 group.
You can also assign them day by day on the Operations calendar. A group's paid guide or vehicle can't be changed.
Passenger lists
Each departure gets a passenger list, made from the passenger details your tour collects. Open it with View passenger list on the Operations calendar: every signed-in staff member can, and guides find a link to it in their reminders.
Questions we get asked
Set its group's Capacity to 0 under Edit groups: the group shows Closed and takes no new passengers. Capacity can't go below the seats already booked.
Select it and change its date under Edit departures. Its bookings move with it.
It still has passengers, or a guide or vehicle that has been paid. Move or cancel its bookings first.
Under Tours → Cruise ships → Groups planning, ship by ship: see cruise ships.