IBIS Technology

A package is a combo product that contains two or more reservation products (activities, appointments, hire or ticketing/other supplier products) and can also include retail items. When a package is booked, it automatically creates reservations for all included products.

Packages can be configured for:

• Individuals: Each package is charged per person and books 1 place per person per reservation, e.g. one Adult or Child. 
• Groups: Each package is charged per group and books a specified number of places per reservation, e.g. a Couple or Family package.
  
  

TABLE OF CONTENTS

• Overview of the package setup screen
• Create a package
  • Step 1: Create the package
  • Step 2: Set up package components
  • Step 3: Configure package pricing
  • Step 4: Test out your new package
• Best practices for managing retail items in packages
• Configure package groups for e-commerce 
• Common setup issues

Overview of the package setup screen

The Package setup screen has two main areas:

• Left: Grid list of all your packages. Select a row to edit a package.
• Right: Package details and setup.

Tabs on the right:

1. Overview: Settings for the package as a whole (name, style, sell method, online settings etc.). 
2. Components and options: Settings for the components that make up the package (reservations products, retail items, timing rules, package price options).
3. Product pricing: Map package price options to the reservation products included in the package.
   
   

Tip: You can add more columns to the grid to make bulk editing easier. See Working with IBIS grid screens

Create a package

Step 1: Create the package

1. Go to the Package setup screen and click Add. 
2. Enter a unique code for the package (max 10 alphanumeric characters). 
3. Specify the package name (e.g. Women's Retreat). 
4. Choose the Sell method (Internal, Online, or On Request). 
5. Set the package Start Date (when it becomes bookable)
6. Select the Style: Individual or Group
7. Click Save. The package now appears in the grid. Highlight it to configure additional settings.
   
   

   Field name	Description
   Promotion	Promotion the package discounts will be recorded against.
   Internal note	An optional description for internal reference.
   Max places	Max quantity bookable online.
   Allow multiple	Tick to allow more than one package to be booked online.
   Active	Tick to make the package sellable.
   Online name	Display name for e-commerce and agents.
   Package Group	Used to group packages in the Availability screen.
   Sell method	How the package can be booked (Internal, Online or On Request)
   Short/Online description	Display text for the e-commerce site.
   Agent access	Restrict agent access.
   Allowed memberships	Restrict to certain membership types.
   Max commission	Max commission payable to agents.
   Max duration	Max time in which all package components must be completed.
   Start date	When the package becomes available.
   Time of day/week	Restrict availability by time/day.
   Excluded dates	Specify blackout dates.

Step 2: Set up package components

Once the package details are set up, you can add the products, retail items and price options that make up the package. 

Add reservation products:

1. Highlight the package and go to the Components and Options tab.
2. In the Products in package section, select the first reservation product from the dropdown.
3. Enter the duration and time parameters for the component.
4. Add additional products using Enter or Tab, specifying duration and optional min/max wait times between components.

Adding retail items:

1. In the Retail in package section, select the retail items to include in the package from the dropdown.
2. Specify the quantity and price per unit.
   
   

For group packages, retail items are not multiplied automatically - enter quantity based on what the group should receive.

Adding package price options:

1. In the Pricing options in package section, create package price options such as Adult, Child, Senior, Couple, or Family.
2. For group packages, specify group units (number of people the package represents).

Click Save to continue.

Step 3: Configure package pricing

Once you have specified your components and options, you need to add the pricing for the reservation products within your package. Each package price option must map to an existing price option on the reservation products included. 

The same reservation product price option can be mapped to multiple package components as long as the package price is the same for each component.

1. Open the Product pricing tab.
2. The grid will auto-fill with the products and package price options from Step 2.
3. Use the drop-down in the Prod opt code column to map each package price option to a price option on each product.
4. The Base price will auto-populate with the product pricing for the current price season. 
5. Enter the Package Price for each product. For group packages, the package price should be the per person price as the price will be multiplied by the group units. 
6. Discount columns update automatically. Check the total at the bottom for accuracy.
7. Click Save.

If the price option has restrictions check they apply to the package too.  If not, use a different price option for the package. Price options must also be available in the current price season to be mapped.

Group packages: Restrict a component from being multiplied by group units

If you map a package price option to product price options that take multiple places (e.g. 2 Adults or Family), you can prevent a package component from being multiplied by the group size.

For example, if you create a Family package that maps to a price option taking 4 places, and the component is not restricted, it will be multiplied by the group size (e.g. 4 × Family = 16 places).

To restrict multiplication:

1. Go to the Components and Options tab.
2. In the Products in Package section, right-click the column header and select Column Chooser.
3. Double-click the Name field to add it to the grid.
4. For any component you do not want to be multiplied, enter no-multiply in the Name field.
5. Click Save. 

Step 4: Test out your new package

Save any additional changes and test your new package out. Confirm the following: 

• Components are booked correctly

• Timing and offsets are accurate

• Online display and pricing are correct

Best practices for managing retail items in packages

Retail item counts in group packages:

• One item per guest (e.g. a free t-shirt per guest): enter the units as the total group number and the price per item. 
• One item per group (e.g. a sharing platter): enter the units as 1 (if 1 per group) and the price per item. 

Stock items in packages:

As retail items in packages are deducted at POS on the sale date rather than the travel date, inventory levels can be impacted when stock items are included in a package. If you want the stock to reduce on the travel date, use a non-stock retail item in the package as a voucher for the item, then exchange it for the actual stock item at POS on the date of travel.

Configure package groups for e-commerce 

Use the Package Groups to organise your packages on your e-commerce site. 

1. Open the Package groups screen.
2. Click Add, then enter:
   • Code: Max 10 alpha-numeric characters. 
   • Name: Appears on e-commerce and in the Availability screen 
3. On the Selection tab, tick the packages to include in the group. 
4. Use the Details tab to enter a description or update group details. 
5. Click Save to apply changes.
   
   

Common setup issues

No availability shows in the Availability screen

• Check duration and minimum/maximum waits fit with your product component departure times.
• Ensure the total package duration fits within any Max Duration you’ve set.
• Add minimum/maximum wait times to your components (if not set up already). If no min or max wait times exist, the system will try to schedule the next component only at the exact duration following the previous component.
  
  

Cannot find price option in Remote Code mapping

• The drop-down pulls from the current price season. Ensure the product has a price option available for the current price season.

Package doesn't appear on e-commerce site

• Check the Sell method on the package in Package setup is set to Online.
• If you have package groups set up, make sure your package has been added to an existing online package group or create a new package group in the Package groups screen.
  
  

Error when booking: "The total number of places in this booking is zero"

• Ensure you have mapped a price option for each product within the package. This option must be a price option that takes a place. You can't map to a price option that takes 0 places.
• Ensure the mapped price option for each product within the package exists on the pricing season for the date you are trying to book.