Admin Quotidian: Available Tours Tool
The Available Tours tool provides us with oversight on the current availability of a tour. We also use this for sweeping venue sell outs to ensure we are not adding unnecessary blocks.
Related Cards:
- FX Team: How to Handle Rejections
- FX Team: How to Block a Venue/Product
- Reschedule SOP: Requesting FX - Initiated Reschedules
- Reschedule SOP: Requesting CX - Initiated Reschedules
- Reschedule: Processing Private Tour Reschedules SOP
How to check tour availability:
- The filters allow you to narrow down your search by service date, city, tour name, tour type, and assigned guide
- The search query will result with the below columns
- Min. Avai. Guides: this is set manually on the product level and is based on acceptance rate. If a tour has a minimum set to 3 guides but only has 2 showing available, it will not be bookable on the FE.
- Est. Acceptance Rate: this is determined based on the product acceptance rate combined with the available guide acceptance rates. Anything with less than a 85% rate will not be auto-confirmed.
- Scheduled?:
- 'No' = no tours booked.
- 'Blocked' = the tour has been blocked either on the venue or product level.
- 'Yes' = there is a group tour with clients on it.
- Open Spaces
- Private tours: max pax capacity
- Group tours: remaining spaces on the sched walk (if booked)
Private Tours
- Tour lines that are white are outside of lead time and bookable IF THEY ARE NOT NOTED AS BLOCKED.
- Tour lines in red are within lead time and cannot be booked on the FE
- exceptions can be made for bypassing lead time as long as Regional approves
Group Tours
- How to Check Group Tour Availability in Admin
- Tour lines that are white are not scheduled but are outside lead time, so can be booked IF THEY ARE NOT NOTED AS BLOCKED.
- Tour lines highlighted in green are scheduled and confirmed and have available spaces. If the guide has been assigned already, it will show as well.
- Tour lines highlighted in red are not scheduled and are within lead time, so cannot be booked
- Hyperlinks:
- Guide name: links to their calendar view
- Scheduled 'YES': links to the group sched walk
Limitations
- You cannot search multiple tours at once - it's either one product, or the entire city
- You cannot see who the available guides are, only how many have their calendars open
- If a tour is blocked, the reason is not shown.
- The guide filter only applies to group tours
- The pax filter only applies to group tours