One of the first steps to creating a product is providing its Basic Details. Here you will find what those basic details are and why its important to understand them before you create your product.

  • Shared/Private Trip
      1. Definition of Shared Trip: A shared tour is the one where the trip allows multiple people to join in the same departure. Every booking you take will be part of that departure, till all seats are filled. This is for customers who are open to let others join in the same tour. Choosing a trip Shared or Private effects other elements of your product too:
        • Effect on Min Max Participants: When your trip is shared and, say for example you have configured minimum capacity of 2 and maximum of 10. Then in each departure you are allowed to take maximum 10 participants and each departure is considered a guaranteed departure only when you have received at least 2 participants in them. [learn more about configuring Min Max participants]
        • Effect on Inventory Management: When your trip is shared once the 10 seats are filled the bookings are closed for that departure. In Calendar view of departures, system will not allow any more bookings and in the List view of departures, system still allows taking enquiries. [check Calendar for more details]
        • Effect on Seat Sharing: If you have configured seat sharing between shared trips, then booking in one departure can reduce or close capacity from the departure in the other trip. [see Seat Sharing for shared trips in Settings] Note: You can configure seat sharing between 2 or more shared trips only.
      2. Definition of Private Trip: A private tour is the one where every booking received is considered as a private departure. This is exclusively for someone who does not wish to share their Trip with other participants.
        • Effect on Min Max Participants: When your trip is private and say for example, you have configured minimum capacity of 2 and maximum of 10. Every booking that you receive would need minimum 2 participants to be eligible for confirmation and will be allowed to take up to 10 participants only.
        • Effect on Inventory Management: When your trip is private, every booking is considered a private departure and in each booking you can take up to the limit of max participants you have configured. But, you can also limit how many such private bookings or departures you can do in one day by configuring Lit of Private bookings from SETTINGS [configure limit of private bookings]
        • Effect on Seat Sharing: If you have configured seat sharing between private trips, then receiving confirmed or pending confirmation bookings will automatically reduce the availability from the shared trip. [see Seat Sharing for private trips in Settings] Note: You can configure seat sharing between 2 or more private trips only.

Note: at one give time a trip can be either shared or private. If you wish to provide same trip as both shared and private then you will have to create 2 trips, one for shared and one for private.

  • Trip Code
      1. Brief description and Visibility: This is a unique code that helps you identify your trip. When you start receiving bookings, often on the Dashboard and in reports you will find tours represented via Tour Code. If the name of your trips is too long then often in Dashboard there is not enough space for the full name of the tour to be visible. In such cases Tour Code helps you identify the trip, without having to click on the departure. Therefore it’s advisable that you keep them short and relevant to the trip.
  • Duration
      1. Usage of each of the 3 types: Also referred to as (Indicative/Advertised Duration). You can choose to display the duration of your tour in one of the available formats. For example, if you are creating  a 6 day long trip( ex: trek, a holiday package) then the duration can be displayed as both: 6 Days or also as 5 Nights 6 Days. If you are creating a short duration activity like a city walking tour or paragliding, then you can go for Hours and Minutes format.
      2. Custom Duration: If your activity spans across 2 days, but the actual duration is 24 hours or less. For example: Activity starts at 6 pm in the evening on Day 1 and ends at 10 am in the morning on Day 2(Total duration would be 17 hours). In such a scenario you can use the Custom Duration option and type in: Overnight, instead of 2 days or 17 hours. Which makes it easier for your customers to understand.
      3. Visibility on the calendar in backoffice & storefront: When you create a new trip, your advertised duration (hours and minutes, days, days and hours, nights and days format) is considered as your actual duration and the same is visible on the Tour Cards, Trip Details Page, Calendar, Booking Form and the Booking Confirmation email. But you also have the option to have an actual duration besides an advertised duration. Like in case of Custom Duration [see example above]. Your Advertised duration is Overnight, but when on the calendar you can configure a fixed duration by choosing a fixed start time and a fixed end time. [see Calendar for more details]
  • Min Max Participants
    1. Effect on booking process when min pax is set up: In case of both Shared and Private Trip, booking system will consider a departure as guaranteed/confirmed only when it has received at least the minimum required participants.
    2. Effect on booking process when max pax is setup: In case of shared trip your maximum capacity is the limit of participants you can accommodate in one departure. Once the seats are filled the bookings will be closed for that departure. In case of private trip your maximum capacity is the limit of participants you can accommodate in each booking. You can continue to take bookings as per the limit of private bookings configured in Settings. [see details in Settings]
    3. Connection with inventory sharing Shared/private: If you have configured seat sharing between shared trips, then booking in one departure can reduce or close capacity from the departure in the other trip. [see Seat Sharing for shared trips in Settings] Note: You can configure seat sharing between 2 or more shared trips only.
      If you have configured seat sharing between shared trips, then booking in one departure can reduce or close capacity from the departure in the other trip. [see Seat Sharing for shared trips in Settings] Note: You can configure seat sharing between 2 or more shared trips only.
    4. Connection with Capacity Settings: When you configure minimum and maximum capacity you also get to choose that what should happen if a customer tries to book for less than your minimum requirement for a guaranteed departure or more than your maximum limit of participants you can accommodate. [see Capacity Settings for more details]
  • Overview, Inclusions/Exclusions, Highlights
    1. Brief description:
      • Overview is the brief description about your activity/trip/tour/holiday package, wherein you give a gist or introduction of what the tour is. Make sure that the content is simple, informative and attractive enough to grab the attention of a customer.
        Overview is visible on the Trip Details page as well as on the following tour card styles:

        1. Default + Description
        2. Detailed
      • Inclusions: When a customer is buying a tour/holiday from you, it’s their right know that what are the services included in the amount they are paying. Putting it right in front on the Trip details page makes you more reliable in the eyes of customer and is also considered as a good practice from the point of view of SEO. For example inclusions of a multi day trekking trip in Leh might be something like this:
        1. Accommodation in standard rooms in a family-run guesthouse in Leh on single/double occupancy
        2. High Quality Camping Arrangements
        3. Toilet tent with portable toilet seats
        4. First Aid / Medical kit
        5. Charges of 2 guides (for the group of maximum 12 trekkers so 1 guide for 6 group members)
        6. All meals starting from dinner on the Day 1 till breakfast on Day 9. (8 Dinners, 8 Breakfasts, 7 Lunches)  We have a system of providing 6 small meals along with tea/coffee in between.
        7. Forest entry charges, permits & camping fee (if any)
        8. Permits & camping fee (if any)
        9. First aid kit (our guides are certified in handling first aid situations)
        10. Service Tax

          Inclusions are visible on the Trip Details Page as well as on the Booking form.
      • Exclusions: It’s also important to let the customers know that what is not included in the price they are paying. Often customers assume certain services to be part of their package. It’s important that you clarify this from the first step itself about the services which will not be included in the paid price or might be available at an extra cost. For example exclusions of a multi day trekking trip in Leh might be something like this:
        1. Any meals/services not mentioned in the inclusions
        2. Transport from and back to Leh as per the itinerary in Tempo Traveller / Toyota Innova / Mahindra Scorpio (extra charges)
        3. Porter/mule charges to carry your personal bag ( Rs. 1800)
        4. Any charges for video cameras, still cameras, etc.
        5. Alcohol, soft drinks, beverages, etc.
        6. Personal expenses like tips, telephone calls, laundry, etc.
        7. Any costs arising out of unforeseen circumstances like landslides, road blocks, bad weather, etc.
        8. Insurance
          Exclusions are visible on the Trip Details Page as well as on the Booking form.
      • Highlights: Every trip has its differentiators, an outstanding part which draws special attention of the customers. Here you mention those peak points about your trip. They are visible on the trip details page as well as on the Booking Confirmation email and Trip reminder email sent to the customer.
  • Photos & Videos: Content is informative but photos and videos are what immediately grab the attention of a customer visiting your website. What you can express via images and videos cannot be explained via text. You can upload any number of images or videos for each trip and the system will automatically create a gallery for them.  To upload an image take the following steps:
    1. Click on Add Images button
    2. You will see the Photo Uploader
    3. You can search and select images from our collection of copyright free images via Flickr or choose to upload your own image.
    4. To use your own image, click on Upload from system.
    5. Photo uploader will prompt you to choose images from your laptop/PC.
    6. You can choose multiple images at once.
    7. One the upload progress bar is completed and you are able to see a small thumbnail preview of each of the images, click on Continue
    8. Here you choose one of the images as the Banner image.
    9. A banner image is the hero image of your trip and is used to represent the tour on tour cards, banner slides, customer facing emails [see emails & sms for more details] and social media previews.
    10. Note: Depending upon the type of your header the dimensions of your banner image will vary. [see website theme for more details]
      1. Header 1 & 4: 1400 px x 540 px
      2. Header 2 & 3: 1400 px x 648 px
    11. Other images in the gallery can be of smaller dimensions, but your banner image must comply with the minimum required dimensions.
    12. If the banner image is of lesser dimensions, the photo uploader will try to fit the image in a larger screen causing it to stretch and eventually the image will be visible on the website as blurred and of lower quality.  
    13. Click on Upload video to add videos in the gallery
    14. Note: You cannot upload a video file directly like the photos. Instead the video will be uploaded via YouTube. Make sure that that the video you wish to use has already been uploaded on YouTube and is Public.
    15. Copy the YouTube url of the video and paste in the video uploader url field.
    16. Every video requires a preview image, which is mandatory.
    17. Upload an image relevant or related to the YouTube video.
    18. You can add multiple videos by clicking on: Add Another Video?
    19. You can also choose to have your video as your banner image
  • Terms & Conditions
    1. Difference between General and Tour Specific Terms & Conditions: The Terms & Conditions is a set of regulations which participants must agree to follow in order to use a service. Terms of Use is often named Terms of Service, Terms and Conditions, or Disclaimer, which might also include Cancellation or Refund Policies. The reason it’s important is to limit your liability in case of an issue or problem during the trip/tour. You can create separate page [see PAGES for more details] for it and link the url here which will be used as your General Terms & Conditions. General Terms & Conditions are applicable on all your services equally.
      1. Click on Booking Terms & Conditions
      2. You will see a pop up where you can copy and paste the url of your Terms & Conditions Page
      3. You don’t have to do this manually for each trip. You can enable the Terms & Conditions page for all trips at once from the Booking Engine section. [see WEBSITE for more details]

        Besides your General Terms & Conditions, there are often tours which come with their specific rules & regulations, and they might not be applicable on all or any other tours. For example: A Food Tour may have tour specific terms as follows:

        1. ALLERGIES OR DIETARY NEEDS AND RESTRICTIONS:
          Food Tours accepts no responsibility for any allergies and/or dietary needs or restrictions of participants. It is the sole responsibility of the participant to take care of his or her own dietary needs.
        2. INSURANCE:
          Food Tours strongly recommends that you have appropriate health insurance in place before booking. We also strongly recommend that you purchase travel insurance to protect your travel investment.
        3. Click on Terms and conditions specific to this trip. The section will expand into a text box and you can type in your tour specific policies.
    2. Visibility on storefront & email:
      1. Both General and Tour specific terms are visible on the Review & Payment Page at the time of choosing the payment option.
      2. They are also visible in the customer facing emails. [see Emails & SMS for more details]

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