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Resource Allocations

Resource Allocations is an overview of allocated resources across all your bookings where resources where assigned.

To learn more about resources, read our article How to Use Resources and Resource Groups.


Resource Allocations



Bookings - Resource Allocations


Default Columns



Customer - shows the name of the person for whom the booking was made
Status - refers to the current status of a booking:

StatusDescription
Pendingthe order is being processed; an order must be processed in the course of a timeout period. Once the timeout runs out, the order expires and a new one must be placed. The duration of a timeout period can be set in Supplier Settings > Edit Supplier > Order Timeout (mins).
Expiredan order took too long to process; a new booking is required.
Balance Duethe booking was not paid in full
Confirmedthe booking was purchased but not yet redeemed
Cancelledthe booking was annulled
Part Redeemedbookings with multiple includes (packages) where only some of the includes have been redeemed
Redeemedtickets in the booking have been used; orders made through a Point of Sale are automatically redeemed because they are sold as entrances.
Upgradedthe original booking was changed to a new, more advantageous one; upgrades to a product are added in Products > Products > [select product} > Comparisons (Up-sell).
Duplicatereseller reference was introduced twice; for example, a booking comes in through Direct API but it is not scanned because there is no coverage. The moment it is reconciled, the booking is assigned the same reference. To avoid it being counted double, the system marks this as duplicate and they can be merged.
No-showyou have the option to mark a booking as 'No-show' when a customer does not show up for the tour
Pending Confirmationif the 'Operator Confirmation Required' checkbox is ticked on the product detail page (Products > Products > [select-product} > [press-pen-and-paper-icon}), a booking with this product remains in this status until it is confirmed by the operator
Rejectedoperator rejected the booking; cancel and refund the booking.


Product - the name of the product purchased
Resource Group - the name of the resource group the assigned resource belongs to
Resource - the name of the assigned resource
Allocated From Date - date when the tour with the assigned resource begins
Allocated From Time - time when the tour with the assigned resource beings

Columns can be easily filtered by pressing the arrow next to the column title.

Actions



The action bar between the navigation bar and the adjustments table enables you to perform a number of additional functions.

Action Bar

Search bar - filter the allocations table, using any parameter from the available columns, see Generate Report below
Keep Filter - when using search, tick the checkbox to make the column filters available
Saved Searches - press Saved Searches> Save Current Search to save your current search parameters and filtered columns, or Saved Searches > Manage Searches to edit or delete existing searches

To learn more about saved searches, read our article Working with Saved Searches.

Reset All Filters - appears when a filter was used; press to reset filters to their default states
Bulk Actions - select one or multiple allocations and press to apply an action on your selection; options include

Bulk ActionDescription
Delete Allselect one or multiple lines to delete allocations


Show Columns - press to add new columns, or remove existing ones from your current view

The list of columns which can be added is listed at the end of this article, under Generate Report.

Export - export the allocations table in CSV, Excel or SQL format
Generate Report - create charts and reports to analyse data from the allocations table

To learn more about reports, read our article Working with Charts and Reports.

Report functionDescription
Totalsum of values
Minimumthe lowest value
Maximumthe highest value
Averagethe sum of values included in the report divided by their count
Countnumber of the selected parameter


You can choose to view information by selecting one or more of the following variables (Show' drop-down field):

'Show' VariableDescription
Order Balancethe amount due or overpayment of an order
Latitudethe latitude of a virtual location ( if set up )
Longitudethe longitude of a virtual location ( if set up )
PAXthe number of passengers regardless of ticket type (tier)
Totalthe total amount paid
Notice Daysthe number of days between booking date and travel date
Adultthe number of tickets by ticket type (tier)
Youththe number of tickets by ticket type (tier)
Childthe number of tickets by ticket type (tier)
Infantthe number of tickets by ticket type (tier)
Familythe number of tickets by ticket type (tier)
Seniorthe number of tickets by ticket type (tier)
Studentthe number of tickets by ticket type (tier)
Militarythe number of tickets by ticket type (tier)
Otherthe number of tickets by ticket type (tier)
Net PAXthe number of customers on the ticket
Noshow PAXthe number of tickets where a customer did not show up for the tour
Upgraded PAXthe number of tickets upgraded to a comparison (up-sell) product
Active PAXthe number of customers that attended the tour; no-shows are always 0 active PAX
Charity Roundupthe amount by which the balance of an order is increased to a full number and the difference is donated to a charity
Pointsthe number of points earned by a seller or reseller for selling your products
Adjustmentthe amount by which the total of an order was changed either because of a custom discount for a client, or to create a custom price for a tour (for example, charter)
Costthe amount of costs associated with a booking (for example, the purchase of 3rd party products)
Base Costthe cost of a product in the product's base currency
Discountif a promotion was applied, the value of the promotion is shown
Wholesalethe set price of an order; resellers buy your product at a set price (wholesale), and you are contractually bound to keep the price unchanged for a certain length of time
Seller Commissionthe seller's cut from the sale; you can pay commission to your sellers for selling products
Commissionthe reseller's cut from the sale; you pay commission to a reseller for selling your products
Receivablethe amount that you make from the sale or owe; a positive amount means that a reseller owes you and a negative amount means that you are meant to pay the reseller
Marginthe amount of your clean earnings; the formula is as follows: margin = total - cost - commission - payment_fees - net_tax
Surchargethe amount added to the total, like a booking fee
Payment Feesthe amount charged for using certain payment providers
Paidthe amount that was paid by the customer
Refundedthe amount given back to the customer, for example, because their booking was cancelled, or they paid more than the price of the booking
Disputedthe amount of a credit card payment disputed by the customer
Card Totalthe total amount paid by card
Cash Totalthe total amount paid by cash
Other Totalthe total amount paid by other means
Gift Totalthe total amount paid by a gift card
Voucher Totalthe total amount paid by a reseller voucher
Taxthe value amount of the tax percentage out of the total paid by the customer
Net Taxthe value amount of the tax percentage applied to the total product price (if direct sale) or after commission is deducted from the total (if sold by a reseller); if a product which sells for $100 has 10% tax, and a reseller makes 20% commission on any sale, then net tax is $100 (total)- $20 (20% commission) = $80 -> 10% of 80 = $8 and tax 10% of $100 = $10. For direct sale net tax and tax are the same amount as there is no commission.
Revenuethe amount of earnings from the sale of a single ticket
Gross Revenuethe amount of earnings before any deductions or taxes
Balancethe difference between an amount due and an amount paid
Product FXif you use different currencies, this is the conversion rate for the product
Extras Totalthe value of extra upgrades
Exchange Rateif you use different currencies, this is the conversion rate


and order your results by one or more of the following variables:

Selecting more than one variable will nest your selections depending on the order they have been picked. You may rearrange the variables to suit your needs, however we recommend you select one or two to make the report relevant.

'By' VariableDescription
Shift IDunique shift identifier
Order Notesnotes entered in the checkout form
Order Reference8-character alphanumeric string beginning with the number symbol (#) located in the top right corner on the booking level
Vouchername of the reseller voucher
Voucher Codecode of reseller voucher used during the sale
Voucher Bill GapYES / NO; used with sequential voucher numbers: if a voucher number does not follow the sequence (1, 2, 3, 4, and then 9 comes in), the system automatically creates bookings with voucher numbers that fill the gap between the last and newest booking (5, 6, 7 and 8 - called 'bill gap vouchers') to be able to invoice the reseller on the skipped vouchers as they will have been sold (common with physical booklets of vouchers)
Reconciledindicates whether payments in the transaction are matching
Channelthe source of the sale (Terminal, Web Checkout, Backoffice, Direct API, Concierge, Sales Kiosk, custom channels)
Order Destinationif destinations are set, the destination in which the sale was made
Resellername of the reseller who made the sale
Registryname of registry to register orders in an external system in real time
Registry Dataa reference assigned to the order from an external system
Reseller Codecode assigned to a reseller
Checkoutname of the checkout through which the order was made
Portalname of the sales portal through which the order was made
Reseller Destinationdestination to which a reseller is assigned to
Reseller Managername of the person assigned to a reseller; you can splice revenue from resellers and pin it by manager
Reseller Bandname of the reseller band a reseller is assigned to
Reseller Channelname of the channel a reseller is assigned to
Connectionname of the connection
Connection Partnername of the connection partner (reseller)
Checkout Channeltype of channel assigned to the web checkout
Reseller Billing Account Codecustom code used for ERP integrations like SAP
Reseller Billing Customer Codecustom code used for ERP integrations like SAP
Reseller Billing Citycity where the reseller resides used for billing and invoicing purposes
Reseller Billing Addressfull address of the reseller for billing and invoicing purposes
Reseller Invoice Date Fieldspecifies whether a reseller is invoiced on the travel, booking or redemption date
Reseller Tagstags assigned to a reseller; used for filtering
Reseller Tax Registeredindicates whether a reseller is tax registered; if a reseller is tax registered, net tax is calculated using the wholesale price (net tax = tax on wholesale); if a reseller is not registered, net tax is calculated using the retail price (net tax = tax on retail)
Reseller FXthe conversion rate against the reseller's currency
Reseller Allow Top-upsindicates whether a reseller is allowed to receive credit top-up; credit is used when a reseller, usually a concierge, accepts cash payments instead of using the payment gateway, which can be a liability for the operation
Supplier FXthe conversion rate against the supplier's currency
Direct Saleindicates whether sales where made by your sellers, from your website or kiosk; indirect sales are made by resellers, both concierge or via API
ReferrerURL of a web referrer
Agentname of an agent working for the reseller
Shift Sellername of the seller selling through a terminal, who started the shift
Shift Cashiername of the cashier selling through the backoffice or concierge portal
Shift Locationname of the terminal location
Shift Location Tagstags associated with the location
Sellername of a seller; this seller can be different than the shift seller, see 'Shift Seller' above. You can assign a promoter, where street sellers are not allowed to sell directly to customers but can bring them to the terminal or box office to finish the sale.
Seller Billing Account Codecode assigned to a seller for billing purposes
Seller Tagstags associated with the seller
Username of a user who made sales using a password (manager, finance staff, etc.)
Locationname of the location where the sale was made from
Location Channelname of the channel which was used to make the sale at the location
Outletname of the reseller outlet; outlets can be thought of as chains that can be assigned to a reseller
Email Receiptindicates whether an email receipt was sent to the customer
Sourcename of the source where the sale was made from
Settlementtype of settlement method: Direct - the full amount was paid to you, Voucher - you need to settle the payment with a 3rd party, Deposit - a deposit was paid in the course of the transaction, Wholesale - the reseller paid you the wholesale price, Deferred - there is a balance remaining on the order


'By' VariableDescription
Customercustomer full name
Customer Contacta summary of a customer's contact information (full name, email address, phone number)
Customer Tagscustom tags assigned to a customer, used for filtering
Customer Salutationhow the customer wishes to be addressed, for example, Mr., Mrs. or Ms.
Customer Full Namesame as 'Customer', see above, but the customer name is typed without spaces
Customer First Namecustomer's first name
Customer Last Namecustomer's last name
Customer Companycustomer's company
Customer Departmentthe department in which the customer works at their company
Customer Titlecustomer's work title at their company
Customer Emailcustomer's email address
Customer Mobilecustomer's phone number
Customer Agecustomer's age
Customer Languagecustomer's preferred language
Customer Countrycustomer's country of residence
Customer Addresscustomer's address (street name and number)
Customer Citycustomer's address (city)
Customer Statecustomer's address (state)
Customer Postal Codecustomer's address (postal code)
Customer Notescustomer notes included at checkout
Customer Tax IDcustomer's tax identification number
Customer Tax Officetax office to which the customer belongs
Customer Marketingindicates whether the customer subscribed to receive marketing communication
Importedindicates whether a booking was imported
Testindicates whether a booking is a test booking
IP Addressif a customer made an order through the web checkout, their IP address is shown
User Agentbrowser information if a sale comes through the web checkout
Delivery Methoddelivery method of tickets (via email, sms, QR code, scan digital wallet, print tickets, do nothing)
Currencycurrency used to sell a product
Transferredindicates whether funds have arrived in the operation's account
Terminalname of the terminal where the sale was made from
IDunique alphanumeric string identifying a booking
Cancelled on IDID of the shift when a booking was cancelled
Cancelled Byname of the seller who made the cancellation
Invoice IDreseller invoice ID
Invoicereseller invoice reference, consists of reseller code or name and invoice number
Invoice Statusstate of reseller invoice (void, draft, confirmed, overdue, paid)
Operator Invoice ID-
Operator Invoice-
Has Operator Invoiceindicates whether an operator invoice was issued
Booking Reference8-character alphanumeric string located between the travel date and booking total information near the top on the booking level
Booking Barcodeunique string generated for a booking
Booking Aliasunique string generated for a booking made with an operator
Supplier Reference-
Reseller Reference-
Statusindicates the state of a booking, see Bookings - Status column above
Labelunique flag associated with a booking
Productname of your product
Product Destinationdestination associated with the product


'By' VariableDescription
Product Operatorname of the product operator
Product Codecustom code of the product
Product Billing Account Codecustom code for reporting purposes
Product FXif you use different currencies, this is the conversion rate for the product
Product Tagscustom tags assigned to a product, used for filtering
Cancellation Reasonreason selected from the options offered in the drop-down field during booking cancellation
Cancellation Notesreason provided as additional information pertaining to booking cancellation
Promotiondiscount assigned to the sale of a booking
Promotion Codecustom code assigned to a promotion
Promotion Tagscustom tags assigned to a promotion, used for filtering
Combinationstarting product that lead to a combination discount sale
Has Combinationindicates whether the order contains combinations (cross-sell products)
Combination Bookingthe reference number of the starting product
Package Productproduct consisting of more than one include (product)
Package Product Codecustom code assigned to a package
Package Optionname of an option in a package
Package Option Codecustom code assigned to a package option
Package Travel Datethe nearest travel date of one of the includes in the package
Optionvariant of the product (for example, 24-hour tour, 48-hour tour)
Option Codecustom code assigned to an option
Hotelname of the hotel selected during booking
Has Voucher Fileindicates whether an image of the voucher is attached to the booking
Has Duplicatesindicates whether a duplicate booking was made; where a booking already exists in the database (for example, an API-connected product or pre-printed voucher) but a voucher was introduced manually, thereby creating a booking with the same reference number, the system marks the latter booking as a duplicate
Has Purchasesindicates whether an item was purchased with the booking
Has Allocationsindicates whether the product contains allocations
Has Reclaimsindicates whether the reseller invoice has been adjusted
Has Extra Upgradesindicates whether the booking contains extras
Has Resources Allocatedindicates whether the booking has resource assigned to it
Purchasesname of item purchased
Waivers Completeindicates whether all waivers attached (if any) to the booking have been signed by the customer
Pickup Requestedindicates whether the customer requested to be picked up for the tour
Pickup Dispatch Drivername of the driver assigned to the pickup
Pickup Zonename of the zone where pickup point is located
Pickup Timeexact time when pickup is available for the tour
Pickup Pointname of pickup point
Pickup Routepath the pickup takes
Pickup Notesadditional information included in the booking pertaining to pickup
Pickup Addressaddress of pickup point
Pickup Telephonephone number of a contact managing / guiding pickup
Custom Pickupname of pickup; this can be a pickup that is not assigned to the booking route but is listed in the pickup list
Backend Connectedindicates whether the booking is API connected
Backend Errorindicates whether there was an API connection failure
Backend Error Messagedescription of API connection failure
3rd Party Productsindicates whether 3rd party product
OCTO UUIDunique reseller identifier used as an API authentication token
Allow Voucherindicates whether a group ticket is allowed
Allow Ticketsindicates whether individual tickets are allowed
Checked Inindicates whether the customer checked in


'By' VariableDescription
Upsoldindicates whether the booking was changed to a more expensive offering
Upsold Fromname of the product the customer initially requested before being upsold, see above
Dropoff Requestedindicates whether the customer requested to be dropped off after the tour
Dropoff Pointname of dropoff point
Dropoff Timetime when customer is dropped off at dropoff point
Dropoff Datedate when customer is dropped off at dropoff point
Dropoff Instructionsinformation pertaining to dropoff point
Tour Timetime when tour starts
Tour Groupname of tour group booking is assigned to
Durationlength of tour in hours
Same Dayindicates whether the travel date is same as the booking date
Travel Datedate when the tour takes place
Booking Datedate when the product was purchased
Booking Timetime when the product was purchased
Valid Fromvoucher validity start date
Expires Onvoucher validity end date
Redemption Datedate when the booking was redeemed
Redemption Timetime when the booking was redeemed
Confirmation Datedate of order confirmation
Confirmation Timetime of order confirmation
Cancellation Datedate of order cancellation
Cancellation Timedate of order cancellation
Supplier Booking Datedate when the booking was made by the supplier
Supplier Booking Timetime when the booking was made by the supplier
Supplier Redemption Datedate when the booking was redeemed by the supplier
Supplier Redemption Timetime when the booking was redeemed by the supplier
Supplier Confirmation Datedate when the booking was confirmed by the supplier
Supplier Confirmation Timetime when the booking was confirmed by the supplier
Supplier Cancellation Datedate when the booking was cancelled by the supplier
Supplier Cancellation Timetime when the booking was cancelled by the supplier
Confirmedindicates whether the booking was successfully processed
Booking Typeindicates the type of product purchased, see Booking Type above
Private Notesnotes on a booking made on the backend; these are not viewable by the concierge or customer
Public Notesnotes on a booking that can be viewed by everyone
Pickup Notesnotes on a booking pertaining to pickups
Enable Charity Roundupindicates whether charity roundup was enabled on the product
Open Datedindicates whether a booking is open-dated, i.e. can be used anytime in the validity period set on the product
Skip Feedback Emailindicates whether the option to skip feedback email was selected
Visitor Fingerprintif a value is displayed, a visitor used fingerprint identification to pay for the order (if implemented)
Questiondisplays the answers to questions associated with the booking



NEXT: Bookings

Updated on: 10/05/2024

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