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Transferring Passengers Within Tours (GTO)


GoTour lets you transfer a passenger from one booking to another easily as well as transfer from one tour party to another within the tour booking. You can also transfer cancelled passengers into another booking. This allows you to have more control over the system and an easier way to cater to any changes your customers may want to make.

1. Transferring Passengers Between Tour Bookings

GoTour allows you to transfer passengers from one booked tour to another very easily. This allows you to adjust to your customer's needs without a lot of hassel. So, in order to begin, you must first go to the tour you want the passenger transfered to. Once you are at the main tour screen, you can begin. An example screen is shown below.

Main Tour Screen

Figure 1. Main Tour Screen

Once you are at the main screen, click the button. Now you will see a screen with a listing of all the customers booked on your tour. Select the customer you would like to tranfer a new passenger to. You do this by clicking the button to the left of the customers name. Now you will be at a screen showing that customers information. Below is an example.

Customer Information Screen

Figure 2. Customer Information Screen

Once you are at the customer information screen, you need to click the button. Now you will be at a screen where you can add a new passenger. Right now the name is anonymous but that will be changed later. So, click the button. Now you will be at the screen shown below.

Passenger Transfer

Figure 3. Passenger Transfer

As you can see in addition to the customer find option there is also a transfer find option. So, click the button to the right of the transfer option. Now you will be at a filter screen. You'll notice the filter selected is 'Tour Customers for Transfer'. This is the one you want to use, so click the button. Now you will have to search for the name of the customer you would like to transfer. You can either enter just a last name or both the first and last names as well as a tour id. Next your search results will be shown. Click the button to the left of the customer you want.

Passenger Transfer, Part II

Figure 4. Passenger Transfer, Part II

As you can see the customer name has now been filled in with the customer you have transfered. You can select any available options, pickup, etc associated with your tour for your new passenger. Once you are finished click the button. Now you have succesfully transfered a passenger. However, when transferring make sure that you do not end up with orphaned bookings. This occurs when the customer responsible for the tour party is transfered. The record of the responsible party is not destroyed and could end in results you weren't expecting. You'll notice that the entire record of the passenger has been moved including any cash that is associated with the account. This way you can apply any funds to the new tour.

2. Transferring Passengers Within Bookings

At times you may want to transfer a passenger from one tour party to another within the same tour booking. GoTour allows you to so this easily. So, in order to begin, you must first go to the tour you want to work with. Once you are at the main tour screen, you can begin. An example screen is shown below.

Main Tour Screen

Figure 5. Main Tour Screen

Now click the button in order to show all the reservations on the tour. You will see a listing, find the party you would like to transfer a passenger to and click the button. Now you will see the following screen.

Reservation Screen

Figure 6. Reservation Screen

So, in order to transfer a passenger to this party, click the button. This will bring you to a screen showing all the customers under that particular party. In this example, Mr. Gaines has booked a single, so only his name would be listed. Click the button to the left of the person's name the party reservation is under. Now you will see the following screen.

Transfer: Part 1

Figure 7. Transfer: Part 1

So, in order to transfer a passenger to this party you will need to make room for them. First click the button and then the button. Now the screen will look like the following.

Transfer: Part 2

Figure 8. Transfer: Part 2

You'll notice that the name of the reservation is anonymous. But now you have a transfer option. So, click the button to the right of the transfer option. Now you will be brought to a filter screen. Since the defaul filter searches for transfer passengers, click the button. Now you can search for the passenger you would like to transfer to this party. Since you are transferring within the same tour, you know the tour id already. You can use that in the search criteria as well as the name of the passenger you want to transfer. Once you have found the passenger, click the button to the left of their name. Now you will see the following.

Transfer: Part 3

Figure 9. Transfer: Part 3

So, in order to officially transfer your passenger from their original party to the new one, click the button. Now you have succesfully transferred a passenger from one party to another within the same tour booking. You'll notice that the room sizes have been changed accordingly as well as the cost of the reservation.