Group tours: departures, seats and group planning

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. Or show every departure your schedules offer before anyone books it, as described below.

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 tabs above the list act on the departures and groups you select:

1. 1

   Choose the tour

   On Add departures, choose the tour, the Date range and the Pickup time.

2. 2

   Choose the days

   Pick the Days of the week, and Odd days only or Even days only if the tour needs it.

3. 3

   Add them

   Click Add departures to schedule. Dates that already have the departure are skipped.

A departure normally appears on the Operations calendar and the Planning page only once someone books it or you add it. If you plan guides and vehicles far ahead, you can show every departure your tours' schedules offer, from today on, looking exactly like a planned one.

1. 1

   Choose the tours

   Go to Configuration → Bookings and find the Scheduled departures before they are booked card. Choose Show for all tours, Show only for selected tours or Show for all tours except selected; for the last two, choose the tours too. The change is saved at once.

2. 2

   Plan the departures

   On the Operations calendar or the Planning page, assign guides and vehicles, set their costs, add a group or change the capacity, as on any departure.

Nothing is saved until you change a departure: your first change saves it as a planned departure, and bookings then join it as they join any planned one. A departure nobody has booked or changed can't be removed or moved, because your schedule still offers it: to stop it, block the date or change the tour's schedule. Shore excursions are not shown. Do not show turns the setting off again; departures already saved stay.

1. 1

   Select the groups

   Click the groups' rows in the list, then open Edit groups.

2. 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. 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.

Each group of a departure has a passenger list, made from the passenger details your tour collects. On the Operations calendar, open the menu (⋮) beside the group's passengers and choose View passenger list. Staff who can open the operations calendar or plan group tours can open it, and so can the group's guides and drivers, who also find a link to it in their reminders.