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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:

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 Screenshot 2023-12-05 at 4.10.59 PM.png
  • The search query will result with the below columnsScreenshot 2023-12-05 at 4.22.35 PM.png
  • 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 75% 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 FX 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.
    • Screenshot 2024-01-10 at 4.51.33 PM.png
  • 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

prescheduled tours

  • Tour lines are highlighted in green, have a guide name shown, AND have the max pax capacity as open spaces. If the tour has group availability as well, it will show twice with the same guide. Either of these can be booked with guarantee of a guide.
  • In the below example, we can tell that the group tour is a prescheduled walk and NOT a confirmed group tour due to two clues
    • The open spaces match the max capacity allowance
    • It also shows as a scheduled private tour with the same guide
    • Screenshot 2024-01-10 at 4.54.02 PM.png
  • Private only prescheduled tours are easier to spot as a normally booked private tour will not appear on this list view.

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
  • Prescheduled and confirmed group tours look very similar on this page

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