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FX Team: Managing Tickets On A Sched Walk

When uploading tickets to sched walks, we now have a section shown below that connects directly to the Repository. Depending on our supply, we can either purchase new tix for a sched walk, or utilize any unused tix living in the Repository.

  • How to add & transfer tickets to the sched walk
  • How to add additional tix to the sched walk
  • How to remove tickets from the sched walk
  • How to 'delete' tickets from the sched walk

'Add New Ticket'

  • At the top of this page you will be able to see the sched walk information
  • Fill out the form and hit ‘save ticket’
    • Choose file: upload your ticket here
      • Best practice is to search your computer files using the booking code if possible in order to avoid attaching the wrong pdf
      • Rename the file to venue_bookingcode, but keep in mind that all of the important info is captured in the form, so we don't need to be super strict with this format.
    • Reservation number: the booking code only
      • This is sometimes referred to as the reservation code or transaction number depending on the venue. A good rule of thumb is that the booking code should be the same for all tickets on the pdf.
    • Url: do not fill in !
    • Venue: this auto-populates whichever mandatory venue is linked to the product
      • Note: if there are multiple venues, you will need to manually select the correct one.
    • Date: auto-populates to service date of the tour
      • Note: if this ticket has an extended validity that starts before the tour date, use that instead
    • Expiry Date: auto-populates to service date of the tour
      • Note: if this ticket has an extended validity that goes beyond the tour date, use that instead
    • Time: this is for the start of the ticket validity, not tour time!
      • For any tickets with a full day validity, please set to start time of tour
      • Otherwise, this time should match the ENTRY time of the ticket
        • For tickets that we've purchased with a later time than normal, we can note the earlier entry in the guide note!
          • ex: 'Casa Azul tix attached for 10:45 entry, however you can enter as early as 10:30'
    • Expiry Time: auto-populates to 30 min after ticket time.
      • Note: you must manually adjust this if the ticket is valid for a shorter/longer period of time
      • For any tickets with a full day validity, please set to end time of tour
    • Total Amount Paid: the total cost of your purchase, including VAT/service fees if applicable.
      • Note: you can find this in different spots depending on the venue. The total cost can be found on the check out page, if there is a receipt emailed, or on the ticket itself
      • This data is very important for our Finance team and profit reporting!
    • Currency: this auto-populates, but it’s always good to double check for accuracy!
    • Total # of tickets : total number of tix that you are attaching
      • This will auto populate the total of pax + guide
      • It's important that this matches the number of tickets you are attaching, regardless of the pax on the tour.
        • ex: Versailles requires a minimum purchase of 3 tix. Even for 1 pax tours, please still indicate 3 tickets.
      • Note: If you are not attaching a ticket for the guide, please adjust the total!!
    • Name & Type: all persons with a ticket.
      • The client and guide names will populate on the right hand side along with ages
      • Be sure to label the ‘type’ according to the ticket purchased!
        • This is the most important part, as it will allow us to recycle the tickets if the tour is canceled.
        • If you are securing a standard adult ticket for a guide, please label it as adult
          • Rule of thumb: is this a ticket than can be used for a regular client? If so, label it as adult.
        • 'Guide' type is used for if we need to get free/reduced tickets for a guide or a special 'guide ticket'
          • Rule of thumb: is this a special ticket than can ONLY be used by a guide? If so, label it as guide.
        • Most venues will show the ticket type on the ticket pdf, but some may only include this info in the receipt.
      • Note: if a guide ticket is included in your upload, best practice is to list them first
    • Note Box: this section is internal only, and is only visible within this page view. Please use this field for any additional information not captured in the above fields
      • Modifications
      • Inventory usage
      • Leave your initials if you leave a note!
    • Please hit 'save' only ONCE! Otherwise duplicates will populate.
  • Don't forget to leave a guide note!

'Transfer Existing Ticket'

  • This button brings you to the ticket repository page as shown above
  • At the top of this page you will be able to see the sched walk information
  • The venue filter will already have selected any mandatory venues for the product in question
    • Note: if there are multiple venues, you can ‘x’ to remove any and narrow down your search
    • You can also remove all selected venues to manually add one that's not attached to the product
  • The tour service date will auto populate in the date filters. These can also be adjusted if needed!
  • Include Expired?: not auto-selected
  • Only w/o SchedWalks: auto-selected
    • This means tickets that are in the repository but not currently attached to active sched walks, and therefore are free to use
  • You can alter the filters to also check for canceled sched walks with tix by checking off 'or only w/ zero pax?
    • These will be marked with a red zero to indicate there are no pax on the tour, and therefore tix are free to use
  • If any tickets are available, you’ll be able to see how many tickets are attached as well as the ticket time and date of validity.
    • NOTE: tickets for the entire service date are going to populate, so you must be careful and check that you are transferring tickets with the correct timing for the tour.
    • Selecting ‘edit’ will bring you to the form page where you can view all ticket details
  • Select ‘transfer’, and you’ll be brought back to the sched walk where the tickets are now attached.
  • Don’t forget to leave a guide note!

HOW TO ADD ADDITIONAL TIX OR MODIFY TIX ON A SCHED WALK

Adding Additonal Ticket

  • If the additional ticket has been purchased on it's own, please add it as a separate ticket to the sched walk following the above Add a Ticket SOP
    • ex: 1 more client is added onto a CWR tour.
      • As we can't modify the existing ticket purchase to add on another pax, we will simply purchase 1 new ticket and upload that separately to the sched walk
  • If the additional ticket has been added onto the original ticket purchase via modification, please edit the existing ticket form. (Essentially, we will edit the existing upload with the new information!)
    • It’s very important that we update any changed information such as the booking code, pdf, number of tix, and money spent.
    • Ex: we have called Versailles to modify our booking from 3 pax to 4 pax, and they have sent over a new pdf and new code with the total new tix
      • the existing upload needs to modified with the new pdf, code number, pax, and total cost
  • Note: this step requires leaving a note in the ticket form with details of the modification.

Modifying The Existing Upload

  • If you need to modify anything on the upload such as replacing the pdf if the wrong one was attached, or changing the venue name
    • Ex: we have modified the name on a Louvre guide ticket.
      • the existing upload needs to be modified with the new pdf and guide name noted.
    • Ex: the receipt was uploaded to the ticket form instead of the ticket pdf
      • the existing pdf needs to be replaced with the correct pdf by hitting 'choose file'
  • Note: this step requires leaving a note in the ticket form with details of the modification.

HOW TO REMOVE A TICKET FROM A SCHED WALK

  • Use this method for when we've purchased tix already but the tour is being rescheduled, or if you've mistakenly purchased tix for an incorrect date/time.
      • Rule of thumb: do you want to be able to find/use these tix again? If yes, use this method!
      • 'Removing' a ticket will send it to the Repository, meaning it still exists for our use.
  • Click the ‘edit’ button to be taken to the form field page
    • Remove the sched walk number and hit save
  • The tickets will then be automatically sent over to the repository!

HOW TO EXCEPTIONALLY PROVIDE TIX FROM A SCHED WALK TO CLIENTS

  • Use this method ONLY if you are providing tix to clients during an OTG
  • We want to ensure that even though we are giving these tix to clients, that our EOY reporting is still accurate!
  • Click the ‘edit’ button to be taken to the form field page
      • Replace booking code with OTG USE
      • Keep the sched walk number
      • Keep the pdf file as is
      • Keep venue as is
      • Keep number of tix as is
      • Keep pricing as is
      • Keep date as is

HOW TO 'DELETE' A TICKET FROM THE SCHED WALK

  • Use this method ONLY if the uploads are accidentally duplicated
    • Rule of thumb: do we want to have a record of this purchase, or be able to use these tix again?
      • If no, use this method!
    • 'Deleting' with the below steps will remove the ticket/record from the admin system entirely
  • Click the ‘edit’ button to be taken to the form field page
      • Remove the sched walk number
      • Remove the pdf file
      • Replace booking code with 00000
      • Set venue to 'your neighborhood'
      • Set number of tix to 0
      • Set price to '0'
      • Set the date to 2023

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