In this video, we will explain to you how to create a booking for an already existing customer.
Transcript
Hi! In this video, I'm going to show you how to create a new booking in TourCMS.
Starting a New Booking
From our Tour CMS homepage, we can either click directly here on New Booking or we can choose Bookings in the booking tab. Either way, we'll land on the booking page. So here you can configure the basic options of this new booking.
First of all, you can choose whether it should be a tour or a hotel booking, which gives you slightly different options. For our example, we're going to do a tour booking.
Secondly, you can either book for a new customer, which will be created alongside the booking, or you can search for an existing customer. As this little info box here tells us, you can either search by surname or by the customer's ID. So if you put in the surname, you can just choose one of the already existing customers. For our example here, we're going to create a new customer. This new customer can be assigned directly to one of the travel agents you work with through Tour CMS.
You can select the date range when this booking should be placed. So you can choose between the next few days (today, tomorrow, the days of the week) or a date range further in the future (up to two years ahead), or you can just select a specific month in the future. So we're going to set this booking to take place in the next two days. You can also specify a specific date range if necessary or just a specific date in the future, by limiting the date range with these two boxes.
You select which channel the booking should be placed in. If you have set a product filter in Tour CMS, you can select which products should be shown for the booking. And very importantly, you select the number of people who are going to be on the booking. So let's say it's going to be three people here that want to book. The tour code allows you to directly enter a tour code, which you can find in Products, Tours, Setup. So if you know the tour code for the tour you want to book, you can add it here, and then on the next page, you will only be presented with the results or with the departure for this tour.
So once we enter this basic information, we just go and Check Availability and Start Booking, which brings us to the next page.
Allocating Passengers and Options
Here you can filter the products again. You can filter the start date again if necessary, and you can also change the number of people on the bookings again if necessary. And you can limit the results which you see listed in the lower part of this page to a specific product or booking. You can change the display order: either you can display all of the departures or just available departures for your booking, and you can sort them either by start date or by price.
So you see, we have a lot of open departures here. If you have purple departures, that means that they're not available online. And if departures are marked in yellow, they do not have enough free spaces for your booking. So in this case, we are going to choose the Granada Hop-On Hop-Off 24 hours, and we continue the booking by clicking on this little arrow here.
Now we have selected three people who are going to be on our booking. Let's say it's going to be two adults and one child. So if you have options set up for this tour, like any extras, any merchandise you provide with the store, you can choose how many of these extras should be included in the booking. And then you just continue the booking process.
Completing the Booking
You can enter the lead customer's info here and also the names of all the travellers on the tour, if you wish to do that. We recommend at least entering a name here for your customer and an email address so you'll be able to send an email confirmation, and if necessary, a payment link to the customer. You can fill in more information, almost the same as creating a new customer: phone number, a contact note like "Don't call before 8 PM," and the address and the home country of the customer.
So once you fill in all this information, you can complete the booking process, and the new booking is created.
Now, here on the booking page, you get all the information on this booking we just created here. You can send a confirmation, a second confirmation email to the customer, and you can edit all the relevant booking information if this would be necessary. Once you send an email confirmation, you will also see all the communications on this booking here in Docs and Comms. And that is how you create a new booking in TourCMS.