Set up tour management – Help Center

Tour manager helps travel agencies easily manage the entire tour organization and operation process. With the tour management setup tool, you can quickly create a tour with detailed information about destinations, itineraries, and accompanied services. At the same time, creating a clear departure schedule for the tour helps manage reservations and organize the tour accurately.

TOUR MANAGEMENT

At the management interface for travel agencies, select Tour management located in the left column of the screen.
Click Filter then select the tour status you want to track:

- - Approved: The tour has been reviewed and approved and is ready to operate.
  - Inactive: The tour is temporarily inactive and is not visible for customers to make a reservation.
  - Draft: The tour has not been fully provided with information and activities by the travel agency.
  - Warning: The tour has problems (such as incomplete information or needs updating) and needs to be reviewed and edited.
  - Rejected: The tour has been rejected, possibly due to not meeting content or service quality requirements. This tour has not been approved for publication.
  - Active: The tour has been approved and is running. Customers can view and book this tour.
  - Active warning: The tour is still running but there is an issue that needs to be fixed immediately (e.g. incorrect information or conditions not fully met).
  - In review: The tour is under review. After review, the tour may be approved, rejected, or required to be edited.

In the search box, enter the tour name to search for a specific tour.

Steps to create a new tour

Click Create tour
Enter basic tour information completely

Step 1: Enter general info:
- Enter tour name
- Enter tour code
- Enter highlight destination
- Select tour type:
  International - Inbound (one day): tour for international tourists, organized within the territory of Vietnam, lasting one day. For example, Ho Chi Minh city day tour for foreign tourists.
  International - Inbound (multi-day tour): tour for international tourists, taking place within Vietnam, but lasting many days. For example, a 5-day tour to explore Northern Vietnam (Hanoi, Ha Long, Sa Pa) for international visitors.
  International - Outbound: outbound tour for Vietnamese tourists to visit other countries. For example, a 7-day tour to explore Paris - London for Vietnamese tourists.
  Domestic (one day): domestic tour, for Vietnamese tourists to visit domestic locations and takes place in one day. For example, a 1-day tour to visit the ancient capital of Hue.
  Domestic (multi-day tour): domestic tour for Vietnamese tourists, organized within the country and lasting many days. For example, a 4-day tour exploring Da Nang, Hoi An, and Hue.
- Select tour format:
  Private tour: tour is designed specifically for an individual or a small group and is often flexible in schedule and services, meeting the special requirements of customers. Tourists can choose their own time, destination, and activities according to personal preferences. For example, a family books a private tour to visit Ha Long Bay.
  Group tour: tour for a group of customers, which can be friends, colleagues or a group of unfamiliar passengers registered together. This tour usually has a fixed schedule and pre-prepared services for the entire group. For example, a 15-person tour to visit the Central region with a predetermined schedule
  Excursions: short tours, lasting a few hours or a day, focused on visiting one or more specific locations, often organized for the purpose of exploring the culture, history, or nature of a particular location. For example, a day tour explores the Imperial citadel of Thang Long.
- Enter total days of the tour
- Select language of the tour guide: English, Vietnamese and Hindi languages are currently supported.
Step 2: Enter departure information:
- Select country: United States of America or Vietnam
- Select State/province/city
- Select City/county/district
- Enter a specific departure address
- Select timezone
Step 3: Upload photos of the tour
- Click on a photo to select it as the main photo
*After uploading the image, click Next to move to the next step
Enter complete tour itinerary information

Step 1: Enter overview information
- In the general information box at the top of the itinerary column:
  Click to edit the destination
  Click on the tour name to update the tour name
  Click on the number of days displayed to customize the number of travel days
  Click on the flag icon to change the language and change the itinerary content to match that language.
- In the overview information box:
  Enter a description of the tour highlight
  Tick to choose an adventure style
  Enter hashtag
Step 2: View the Explore section for related information and add places to your itinerary. Here displays posts (if any) related to the location.
- Click Browse all to see more posts, featured tours related to the destination, and attractive places in the area. Click on the tour to see its details.
- Click Add to trip at the location you want to add to the itinerary, then select the date you want to add.
Step 3: Refer to Recommended places and add places to your itinerary. Here shows suggested places related to the destination.
- Tap View all to see more places.
- Click on the (+) sign at the location you want to add to the itinerary, then select the date you want to add.
How to search and add places directly on the map?
1. Step 1: Click the search icon
2. Step 2: Enter the name of the place you want to add into the search box
3. Step 3: Click Add to trip, then select the dates you want to add
  After entering the itinerary, the map will display the sequential numbers of the places in the itinerary and the lines connecting the locations.
  To see directions between two locations, click the compass icon and select the starting point and destination.
  To view a map displaying places according to each classification, click on the icon Map layers and then tick the box to classify the location you want to see.
Step 4: Enter tour itinerary details:
- Add a subheading for the touring day
- Enter the location name. At each location:
  Enter a detailed description
  Upload illustration images
  The Add cost feature does not apply to commercial tours
  Add tour start and end times. If left blank, the system defaults to “Flexible time”.
- Click Add place to add a location during the day
- Click the icon to delete the place
- Drag and drop the icon to arrange the order of places during the day
- Click on the corresponding day's option button to sort the days in the itinerary:
  Insert day before
  Insert day after
  Move the day up
  Move the day down
  Delete day
- Click + New day to add a day to the tour
Step 5: In the Spotlight section, select prominent places among all the attractions entered in the tour itinerary.
Click Save to move to the next step.
- During the tour creation process, the auto-save function will be activated after a certain period of time if the tour has any changes. However, you can still proactively save the tour by pressing Save.
- Click Preview to view the tour in preview mode
- Click Cancel to cancel the information you just entered. Changes will not be saved.
Enter full service information included and not included in the tour
- Click Add to enter more or select services
- Click x to delete the added service
After completing adding services, click Next to move to the next step.

Enter full policy information applicable to the tour

In case using existing policies:

Step 1: Select existing policies

Enter the policy name to search

Step 2: Click Clone and edit (if any) to complete policy setup

In case using new policies:

Step 1: Set up children’s policy

Enter children’s age limit
Enter children’s height limit
Enter children’s charge rate compared to adult rate

Step 2: Set up reservation restriction

Enter the minimum age limit
Enter the maximum age limit
Enter days and hours limit for reservation before departure date

Step 3: Set up cancellation policy:

Non-refundable

Refundable

In case of selecting refundable tour cancellation:

Enter the policy name

Click the button

to enable/disable as the default policy

Set fees for cancellation periods before departure date (Enter cancellation period before departure date and corresponding fee)

Click Add new to add fee settings
For example:

From: Booking date	To: 7	Charge: Free
From: 6	To: 3	Charge: 60% of total price
From: 2	To: 0	Charge: 95% of total price
Policy summary: Cancellation made from 7 days before departure date: No cancellation fee will be charged. Cancellation made from 3 to 6 days before departure date: 60% of the total booking price will be charged. Cancellation made 2 days before departure date: 95% of the total booking price will be charged. No-show: Tourists who do not arrive on time for departure will be charged the full cost.

Click Add new in the upper right corner of Policy information to add a cancellation policy.

Step 4: Enter a policy description

After completing the policy setup, click Next to move to the next step

Add tour options

Step 1: Enter Add option

Step 2: Enter options and option values
- Click Add value to enter extra optional values
Step 3: Add a combo with combined options

After completing adding tour options, click Next to move to the next step
Add bundle packages to the tour
Step 1: Click Add package

Step 2: Enter the package name

Step 3: Enter the package description
Click Done to finish creating a new tour

At the tour management page interface, click Import in the upper right corner of the screen
Enter the community tour ID you want to copy
After the system extracts the tour title, press Import

Instructions for getting a community tour ID on the community tour details page:

Click Share itinerary in the upper right corner of the tour interface
Drag the tour URL until you see the ID and then copy it
- Tour URL: …id=[tour ID needs to be obtained]&lat…

Steps to add a tour schedule

Note: It is not possible to publicize a tour without adding a tour schedule.

Click Add in the Schedule column or click the options button and then click Add schedule at the tour you want to add a schedule to

At the schedule interface:
- Press the arrow <> to view the calendar for the previous month/year and the next month/year
- Click the Month | Year button to choose to view the schedule by month or by year
Select the departure date
Tick Recurrence if you want to create a repeating schedule for a certain period of time by day/week/month/year
- Select the repeat time unit
- Enter the recurrence interval
- Select repeat day (if any)
- Enter the recurrence end date
Select Closed or Open tour booking for the selected time period
Enter the minimum number of tourists per booking
Enter the number of available slots
Set up cancellation policy: Non- refundable or Refundable when cancelling tour booking

In case of choosing Refundable: Choose an available policy applicable to the tour
Choose the tour display color on the calendar to track
Enter tour rates
Enter combo and package prices. At the same time, tick the combo and packages to be applied during the selected time period.
- Combo includes tour price and services in the combo.
- At the departure schedule in the buyer interface, the tour will display the lowest price in this combo.
Click Save to complete adding the tour schedule

Click Reset to reset the schedule

Steps to publicize a tour

Note: Only tours with added schedules can be made public.

Click the options button and then click Publish on the tour you want to make public.
The tour status changes to Approved, turn on the button to complete publishing the tour.

Tour preview steps

Click the options button 3cham - Copy.png

and then click Preview at the tour you want to see in preview mode.

Steps to edit a tour

Click the options button and then click Edit at the tour you want to edit
At the editing interface, click on the item you want to update information
Click on the Bundle package section and then click Done to complete the editing

Steps to clone a tour

Click the options button and then click Clone at the tour you want to clone information
At the editing interface, click on items to update new information
Click on the Bundle package section and then click Done to finish cloning and updating tour information

Steps to delete a tour

Click the options button and then click Delete at the tour you want to delete
A confirmation message appears, click Delete to complete deleting the tour

AVAILABILITY MANAGEMENT

At the management interface for travel agencies, select Availability management in the left column of the screen.
Click on the tour list at the top of the screen to select the tour you want to view/edit the schedule

Steps to edit schedule

Select the tour you want to edit the schedule
Click Edit below the right column of the screen
Edit information
Click Save to complete editing

Steps to remove schedule

Note: After removing the schedule, the tour will automatically turn off public mode.

Select the tour you want to remove from the schedule
Click Remove schedule below the right column of the screen
A confirmation message appears, click Remove to complete removing the schedule

Steps to note an event

Click on the date you want to note the event and then right-click
Select Event config
Enter the event name
Select the color for displaying the event on the calendar
Click Save

Click on the event date and then hover over the information bar:

Click to edit event name/color.
Click to delete the event.

If you have any further questions, please contact us.