This article will show you how to use Tour Departures.

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What is a Departure? 🕒

Tour Departures are the scheduled departures (date and time) for your Experience products.

Use Departures to create a calendar of scheduled departures for each tour, which your prospective Guests can view from your Booking Engine and Availability list in your Tour Product listing.

When creating an Experience Departure it includes the maximum group capacity for the related Tour. So when a Guest is looking to book a Tour they can easily see how many 'spots' are still available.

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Why you should use Experience Departures

To understand Tour Departures its best to use some examples:

Example A: Walking Tour operator: You run Walking Tours, that last 3 hours in duration that departs each day at 9am and 1pm, Monday to Friday only you would create a Departure of this Tour for each date and both times that it will run. Also, you can include details in this Departure such as who the Guide is and any Tour information specific to this Departure.

If the capacity of our walking Tour is 20 people, then when prospective Guests look to book for a particular day and time they can see the available capacity of the Tour, for example, if 15 people have already booked a tour, then the new Guest will see that there are 5 spots still available for that date and time.

Example B: Multi day Tour operator.
If you run multi-day tours, you can create a Departure for your planned departure dates over the coming weeks and months. This has two benefits, one when the prospective Guest comes to Book they will be easily able to see how many spots are still left in the tour and two, you can display your planned departure times on your Tour Product listing on your website ⬇️

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How to Create a Departure

First, go to the Tours -> Departures section of our system, where you will see the list of existing Departures. Click 'Create Departure' to add a new Departure.

Steps:

  1. Select the Tour Product that the Departure relates to

  2. Select the Date and Time for the Departures

  3. Give the Departure a Title

  4. Give the Departure a Description

  5. Choose between the Departures being Private or Open.

Top Tip 💡: Open Departures are publicly availability where you sell your Products, e.g. on your website and they display in the Availability section of your Tour Listing page. Private Departures are not publicly available can be booked by people who have been invited to do so, for example, by sending them a Tour Quote.
 

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Departures, what to consider when creating a Tour Product

Auto Create a Departure? - Yes/No

Do you want prospective Guests to be able to book an available date as long as they meet the minimum booking size. If so, select Yes

Or, if you only want Guests to select from the Departures that you have created, then select No.

Show Upcoming Departures? - Yes/No

Do you want to display the upcoming Departures for the product in the online Tour Product listing page.

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Skip ahead to:

  1. How to use your Tour Calendar

  2. Understanding your Tour Settings

  3. How to add a Tour Product

  4. Create and Update Bookings

  5. How to create a new Guest (Tours)

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