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Quickstart Guide to GTO


This quide will help you get quickly orientated with the GoTour system. While it is not a complete guide of all the features involved, it will show you how to set up a basic tour and add reservations.

1. Step 1: Logging In

In order to use the GoTour system, you must first log in. In order to do so, go to the appropriate browser and you will see the log on screen.

Log_On_Prompt

Figure 1. Log_On_Prompt

Here enter your provided id and password and then hit the button. If you do not see this screen right away, check to see if you have an active pop up blocker. Such devices as a Google toolbar will prohibit the logon screen from appearing. Once you change your settings to allow pop ups on this particular site, you should see the logon screen.

The button will end your session and log you off.

2. Step 2: Creating a tour

In order to create a new tour, first click the button followed by the button. Now you will see the Filter/Add a member screen. Notice that this one looks a little different from what you are used to. This is because you have the ability to build several different types of tours. Below is the screen you will see:

Filter/Add a Member Screen

Figure 2. Filter/Add a Member Screen

As you can see you have the option of building six different tours: one day retail, one day group, one day school, multi day retail, multi day group, and multi day school. For this example, click the the button. Now you will see the screen where you can create your tour. Below is an example of that screen.

Tour Creation Screen

Figure 3. Tour Creation Screen

As you can see some of the areas have been filled out for an example. This multi day retail tour will be going to an opera on a two day event. First you are going to want to name the tour something that will make it easy for you to search for it later. For example, Cooperstown Opera. Next fill in the dates for you tour and other revelent information. Once you have filled in all the needed information click the button. Now your new tour is added into the system.

Now you are going to want to add certain attributes to your new tour, such as vehicles, pickup times and hotels. As you probably noticed after you clicked the 'Add' button, the tour screen changed a little. Now there is a drop down menu at the bottom of the screen containing each date for your tour along with several more buttons. This is how you are able to work on different days and add different attributes to each. So, first make sure the correct date is highlighted in the drop down box and click the button. Now you will see a screen similar to this next:

Add Attributes Screen

Figure 4. Add Attributes Screen

This drop down menu will allow you to add different attributes to you tour. In order to access this, simply click the arrow beside the 'GO' button. This is a list of all possible options you have available to you at this point for your tour. Note that you are also able to remove the tour. You can also view the history of it or simply select it to view without the ability to make changes. Notice there is a button. This will allow you to return to the previous screen

First, we will add a vehicle to the tour. In order to do so, highlight 'Add a Vehicle' and click the button. Assuming that there is already a vehicle in the system that we are using, a screen will appear next containing the tour bus. If this is the vehicle you want to use, adjust the time to fit your tour and click the button. Now your vehicle is added to your tour.

If you would like to use another vehicle, you can change the settings from that screen or use the button to search for a different vehicle.

Once you have added your vehicle, you will have to click the button in order to return to the menu where you can add more attributes to your tour.

Now, we will add some pickups to the tour. GoTour lets you add as many as you would like. This lets you customize your tours even more. So, in order to add a pickup up, select the ‘Add Pickup’ from the drop down menu and click the button.

Once you do this you will then see the following screen:

Pickup Add Screen

Figure 5. Pickup Add Screen

Assuming there are already stored pickup places in the database, click the button in order to search for the correct pickup you would like to use. You will have to use the filter menu to search. Once you have found the correct one, click the 'GO' button next to it. Now you will see a screen like before only this time your pickup has been filled in. Make sure you add in the correct time and then click the button. As before, you must click the 'BACK' button in order to return to the menu where you can add more attributes. If you would like to add another pickup you can repeat the process.

If you do not already have a pickup stored in the database, you can add it on the spot for your tour. In order to do so, instead of using the button to search, simply fill in your information at that screen and the hit the button.

Now that you have a vechicle and some pickups, you will need a hotel for your tour. Use the drop down menu and select 'Add Hotel'. Again, assuming that a hotel is already stored in the database, use the button to search for a hotel. Once you have found it, select it using the 'GO' button as usual. Again you will be back at the hotel screen. Make sure you fill in the correct dates and times and then click the button. Now you have added a hotel to you tour. Below is an example of the hotel screen.

Hotel Add Screen

Figure 6. Hotel Add Screen

As with the pickup, if you do not have a hotel already stored in the database, you can fill in the information and add it on the hotel screen instead of using the 'Find' option.

Since the GoTour system lets you add cancellation protections to your tour, we might as well do that now. So, at the drop down menu, highlight 'Add Option' and click the 'GO' button. Now you will see the following screen.

Option Add Screen

Figure 7. Option Add Screen

As usual, you can use the 'Find' button to search for protections already stored in the database. For this example, we are going to use a cancellation protection of $50.00. Don't forget you have to click the button. Now that you have added an option, you can click the

So far, we've added a vechicle, pickups, a hotel, and a cancellation protection to the tour. Below is an example of the screen you would see after clicking the 'Back' button.

Attribute Listing Example

Figure 8. Attribute Listing Example

Now that friday is taken care of, you need to add attributes to the other days of the tour. So, click the button to return to the main tour screen. Now, highlight the second day of the tour and click the button.

Now you will see the same screen with the drop down menu, only now it is blank. This is because this one is for the next day of the tour. So, now we need to add an attraction. So, highlight the 'Add Attraction' option and click button. Now you will see the following screen.

Attraction Add Screen

Figure 9. Attraction Add Screen

If there is already an attraction in the database you would like to use, click the button in order to search for it. If there isnt already an attraction stored, you can fill in the information directly on that screen and then add it. For example, this attraction will be the opera itself. Once all the information is filled in, click the button. Now the attraction is added to the tour. Use the button to return to the attribute listing screen.

Since the tour needs a hotel for the second night as well, we need to add it again. So, highlight 'Add Hotel' and click the 'GO' button. Once again, use the button to search for the Best Western in Cooperstown. Again, you will need to use the 'Add' button in order to add it to the tour. Once you have done this, use the 'Back' button to return to the attribute listing screen again. Assuming there is nothing else we would like to add to saturday, click the 'Back' button again to return to the main tour screen. It now looks like the following.

Main Tour Screen

Figure 10. Main Tour Screen

As you can see, this screen looks a little different now. All the attributes that have been added to the tour are now listed on the bottom. So, now a tour has been created and modified. There are several more options you have when creating tours, but this should give you a quick overview in order to get started planning your own.

3. Step 3: Making Reservations

Now that you have a new tour in the system, you will eventually have to book customers on it. This will give you a quick overview of how to do that.

To begin, you want to be at the screen containing your tour. If you are not there now, you will need to search for it. First make sure you are on the Tours menu, then use the filter option 'Select OPEN Where ID, Description or Destination Match'. Clicking the button will bring you to the search screen. Searching 'cooperstown' will produce a listing of any open tour that matches. Below is an example of the search output.

Tour Search Results

Figure 11. Tour Search Results

Since the tour we just created is the only in the database associated with Cooperstown, NY it is the only one listed. Use the button to select the tour. Now you will see the following.

Main Tour Screen

Figure 12. Main Tour Screen

Near the bottom of the screen there is a button. Click this button and now you will see the following screen.

Reservation Add Screen

Figure 13. Reservation Add Screen

As you can see, you can fill in the name of a customer directly on that screen or use the button next to the customer option to search for a customer already in the database. For exmple, let's say we want to book Bill Harnett for this tour. So, using the 'Find' button and the filter option we search for 'harnett' the following would be displayed. You can also use the transfer option, but for the quickstart quide we will use the normal customer find option.

Customer Search Results

Figure 14. Customer Search Results

As you can see there are two choices, since we want Bill click the 'GO' button to the left of his name. Now you will see the reservation sceen again, only this time the name will be filled in. Now you can set the number of reservation Mr. Harnett needs along with any other options you might want. Let's set this reservation to be a double. In this example we won't set any price adjustments or any other options. Also, we need to set a pickup for Mr. Harnett. For this example, the Albany pickup option is checked. The option for the cancellation protection is also checked. Below is an example of the reservation screen.

Reservations Screen

Figure 15. Reservations Screen

So, now this tour has one double reservation. You can add other reservations in the same manner. If you use the button to return to the main tour information screen, you'll notice that it has been automatically updated. Below is an example screen shot.

Updated Tour Screen

Figure 16. Updated Tour Screen

As you can see the reserved numbers have been updated along with the amount sold and the amount due. The total amount of seat available has also been adjusted appropiatly.

4. Step 4: Confirmations

Now that you have a tour and customers booked on it, you are going to need to print reservation confirmations. The GoTour system lets you do this rather easily.

To begin, you are going to want to search for the tour you want. As before, you need to be on the menu. Now use the default filter option to search for the tour you want. As before, we would search for the Cooperstown Opera tour. Remember you have to click the button to select the tour you want from the search result listing. Once you at the main tour information screen, use the button. This will allow you to see a listing of all reservations associated with that tour. Below is an example listing.

Reservation Listing

Figure 17. Reservation Listing

As you can see there is only one listing, this is becuase only Mr. Harnett has been booked for the Opera tour. In order to select the customer you want click the button to the left of their name. Now you will see the following.

Reservation Information Screen

Figure 18. Reservation Information Screen

As you can see this is all the information related to the reservation under Bill Harnett. In order to print a confirmation you will need to click the button. Now a new screen will pop up containing your confirmation. Below is an example.

Party Summary Report

Figure 19. Party Summary Report

As you can see the information for the customer is listed as well as the basic tour information. Also the pickup is listed and the cancellation protection. The amount for the tour is listed as well and the cost of the protection is added in. There is also a section for the amount of tour that has been paid. In this case no receipts have been collected against the balance. There is also a spot for the seat number. Since we did not set the bus seat this is not listed on this example confirmation. In order to print your confirmation, use the file menu and select print. Now you have a copy of the confimation that you can keep for your own records or give to your customer.