🔐 Required Role Permissions: See Calendar, Modify Calendar, Modify Manifests, Update Availability
Calendar Navigation
Use the filters at the top of the calendar view to limit the information in the calendar.
Options include the following in their default states:
Products
Resellers - none pre-selected
Resources
Guides
Sources
Date - pre-selected to today's date
Days - pre-selected to display the calendar to the current day, options include
1 day
3 days
1, 2, 4, 8 and 16 weeks
Product search - select multiple products
Press the Go button to filter.
Calendar View
Below the filter bar the results are shown in a calendar.
The bar on top of each calendar allows for further customisation and actions to manage your tours.
Actions
On the left portion of the bar the following actions are available:
Export
The export action triggers the download of a CSV file containing an overview of the selected calendar for each option or tour, along with the assigned guides and resources.
In the calendar, press the EXPORT button.
Select the date range
Check the boxes for items that you do not want to export.
Select which columns will be included in the export.
Press the Export Availability button.
New Dispatch
Coordinate and assign your vehicles and drivers to transport passengers where pickup or dropoff is requested.
Creating a dispatch from the calendar follows a similar process to the one on the Dispatches page. However, this method streamlines the workflow by pre-selecting certain fields, such as the product, and automatically including other details, such as options and tours.
In the calendar, press the + NEW DISPATCH button.
Enter a name for the dispatch. This is an internal reference for your and your staff.
Select whether the dispatch is picking customers up for a tour or dropping them off after one.
Select the vehicle for the dispatch as appropriate.
Select a driver and/or guide.
📗 TIP
The list of assignees comes from the list of your sellers under Ticket Terminals > Sellers. Anyone assigned to the dispatch will be able to view the list of bookings on the Manifests page of the Ventrata Terminal app.
The 'Manifest' field is pre-selected. It contains information about the product, all of its tours within the selected date range.
Enter any notes related to the dispatch. These can be seen by your staff.
Assign bookings to the dispatch from the list of bookings at the bottom of the form.
Press the Create Dispatch button.
Bulk Change
📒 NOTE
It is recommended to perform changes to availability through the General Availability tab by applying modifiers you require to achieve your end goal. The Bulk Change functionality allows for an easier but by no means master solution to make wider-scale ad hoc changes and should not replace other means of availability management, such as seasons or closures which are designed to help you organise product availability.
In the calendar, press the BULK CHANGE button.
Allocate resources in bulk by re-defining any of the following parameters:
Date range
Sources
Months and Weekdays
Tour Groups and Tours
Capacity
Limit
Fare
Press Save to save your changes.
Bulk changes can be applied up to 3 months ahead.
Clear Calendar
📒 NOTE
Before you make a bulk change, make sure no resources are assigned to the product for the period you are about to change. Otherwise the changes will not take over.
If multiple changes have been made on the product’s availability, you risk inconsistencies in the expected availability by doing a bulk change. It is recommended to apply changes to a clear calendar which you can achieve by deleting all availability for the entire year or by manually removing individual changes for the required time period.
📗 TIP
Learn more about product availability in our article How to Manage Availability.
Filters
The right half of the calendar bar offers several ways to filter your view.
Show As
Use the dropdown field to display availability in your preferred format:
PAX - the number of booked spots / the total number of available spots
Vacancies - the total number of available spots / the number of booked spots
Limit - the total number of available spots
Fare - assigned fare if any
Manifest - shows a detailed overview of the booking, including customer name, number of PAX per booking pick up point, seats, resources, any associated notes
Press the refresh button on the far right to change the view.
Toggle views
Toggle what types of bookings or availabillities to hide:
empty - there are no bookings
closed - availablility is closed
packages - booking or tours that are packages
pending - bookings which are in progress
Select Columns
Select which columns are visible. Options include
Product
Option
Tour
Date
Allocation
Run
Tour Group
Guide
Driver
Resource Group
Resource
Notes
To apply any of the filters, press the refresh button to reload the view.
Manage Availability
Once you can see the information you need in the calendar, you can begin managing your bookings and resources directly in the calendar.
You can assign guides, drivers and resources within the calendar view.
Select an availability to view the manifest.
At the top, additional actions allow for further tweaking:
Action | Description |
Sort By | sort bookings by
|
Top-level Manifest | If you are viewing the resource group manifest, you can only modify guides, drivers and vehicles.
Go to the top-level to manage resource groups. |
Re-assign Resources | change what bookings are using what resources within the resource group |
Seat Allocations | change customer seats |
View in Bookings | view the bookings from the manifest filtered out in the Bookings table |
Print Manifest | print or save the manifest as PDF |
Send Manifest | send the manifest as PDF and CSV, to send it to multiple recipients, separate address using a comma |
+ New Booking | make a new booking with for the day with the date and product pre-selected |
You can also
add capacity
open/close availability
add resources
The body of the manifest displays
all the bookings for the day
number of tickets per ticket type (adult, child)
pickup points if available
total amount payed
You can also Redeem or No-show a booking from the manifest.
