Bus Itineraries by Groups in GoTour
GoTour gives you the ability to assign group numbers to your tour components and tour customers. This way customers can be connected to specific hotels, restaurants, vehicles, attractions, etc. This is helpful if a tour contains more than one hotel for example. Multiple hotels on one night means that you will have to desiginate customers to each one. This can be done with the group ID numbers. The group ID numbers also tells GoTour which components to print on a tour party summary. That way a party assigned to one group does not get information that is for another group. While the ID has been referred to as a number, and ID can be any single character. However, for in this example we will be using and referring to the ID as a number.
In order to use the group IDs you must be working with a tour. Once you are at a main tour screen like the one pictured below you can start.
Figure 1. Main Tour screen
As you can see this is an example tour where the cost has already been calculated. If you have any questions on how to use the GoTour Cost Caluculator please refer to that help document. You can add group IDs as you add components or add them in after. Just make sure than any changes are committed with the update button.
The first group ID example we will go through is using multiple vehicles. If you use the Work on Day button on the main tour screen, you will be able to add components to your tour. By selecting the vehicle option you will be able to search for the vehicle you desire and add it.
Here you can see the information for the vehicle for the tour. Notice how there is an ID number entered in the Group ID field. So from now on this vehicle is tied to group one. If you want to assign a customer to group one you must assign them to a vehicle. This will be shown a bit later.
All other components that have the ability to be assigned into groups operate in the same manner. You simply fill in the Group ID field on the component's screen. Remember to keep your ID numbers straight so you don't mix up any of your tour plans. Also, if you forget to assign an ID or need to change one you can do this easily by going back into the components screen. Just remember to click the update button to commit all changes.
To futher explain the group ID's we will look at a hotel example. You can have multiple hotels on one day of a tour. Using the group IDs you can assign the hotels to certain passengers. However, remember that the overall tour cost is not affected by multiple hotels. GoTour uses only the first hotel to compute the cost. This is because you would not want a customer paying for several hotel rooms when they only need one.
As you can see this hotel has been assigned to group one. So, now any customer that is in group one will be staying at this hotel.
Figure 4. Tour Component Listing
This is a listing of all the components that are being used on this example tour. This listing can be found on the main tour screen at the bottom. All the components have a field for a group ID number. So, in this example you can tell that group one has a restaurant on saturday and group two has one on sunday. If there is no ID assigned then the component is used for all groups.
Now that you have assigned IDs to components you can make reservations and use the IDs with your customers. If you need a referesher on making a reservation you can view the Quickstart help file. In order to assign group IDs to a customer, you need to be at the party reservation screen.
Figure 5. Party Reservation Screen
As you can see this is the screen for a tour party reservation. Click the Show Customers button. This will allow you to access individual customers associated with the party. Since this example reservation is for a double there will be two customers listed. Select whichever one you want to use and then you will be at the tour customer reservation screen
Figure 6. Customer Reservation Screen
In order to assign a group, you need to connect the customer to one of the vehicles. So, use the find button next to the vehicle option. This will take you to a listing of the vehicles associated with the tour.
Figure 7. Vehicle Listing
By choosing the group two vehicle the customer would be assigned to group two. The same logic applies for any other group as well.
Figure 8. Assigned Customer
As you can see this customer has been assigned to group two. A pickup and seat number has also been selected. You can do this from the tour customer screen. Just remember to use the update button to save your changes. In order to assign other customers in a tour party, use the back button to return to the listing and select the next customer you want and follow the same procedure.
Once you have your customers into the groups you want you can use the itinerary feature of GoTour. GoTour allows you to print custom itineraries based on the group IDs. This way group one customers do not get information meant for another group. So, if you would like to print the itinerary you need to be at the tour party reservation screen once again.
Figure 9. Tour Party Screen
As you can see this is a reservation for a double. However we can not tell what group the customers are in. so, by using the Show Customers option will can view a listing.
Figure 10. Tour Customer Listing
This shows that both customers are in group two. So, using the back button to return to the tour party screen we will be able to print the itinerary. This is done using the Print Party Summary button. You will then be prompted if you would like to print the itinerary. If your default is set to NO make sure to change it to YES or you will not be able to view the itinerary.
Figure 11. Group Two Itinerary
As you can see the only things listed on the itinerary are the ones that are associated with group two. The same would apply if you selected a reservation that was associated with group one. However, what if you have a tour party with customers in different groups? Below is a tour party with customers in different groups.
Figure 12. Seperate Group Listings
As you can see the tour party leader (Nathan Markell) is in group two while his passenger is in group one. The reason that Nathan is the tour party leader is because the tour party reservation was booked under his name. So, if we return to the party reservation screen using the back button we can print the tour party summary.
As you can see this is the itinerary for a group two customer. Since the tour party leader was in group two that is the itinerary that was printed. Group one was never addressed. It is not recommended that you do this, because the itinerary will reflect the group of the tour party leader, which can be confusing to the customers.
So, there are a few things to remember when assigning group IDs
IDs can be either single digit numbers or letters.
The itinerary will always reflect the tour party leader's group.
If no ID is assigned to a tour component, that component is used in all groups.
Customers recieve group IDs via the vehicle that they are assigned to.