IBIS Technology

Add a charter product to an itinerary

Charter products can be booked from the Charters tab on the Availability screen. To book a charter:

1. Open the Availability screen and select the Charters tab, then choose your departure date on the calendar. All existing scheduled charter services will appear at the bottom of the screen.
2. Select the charter product you would like to book by clicking Add.
3. Confirm the date, time and places for the charter in the popup, then click Create charter service.
4. Once created, your charter will appear in the Scheduled charters list at the bottom of the screen. Click the number under Avail Places to start a new booking in the Itinerary screen.

Edit functions have not been implemented yet. To modify the time of an existing charter departure, you need to add a new charter service and reschedule your booking to the new time. Charter services can be made inactive in the Specific Availability screen.

Add a package to an itinerary

A package is a type of combo product that contains two or more activities, appointments or hire products. Packages can also contain retail, gift vouchers, etc. When you book a package, it automatically creates a reservation for all the products contained within the package. 

To book a package: 

1. Start a new itinerary, then click Availability.
2. Open the Packages tab on the Availability screen, then select the date.
3. Choose your package from the list on the bottom left, and the available spaces and times appear on the right. 
4. Choose your departure date/time, when prompted, say yes to add the package to the itinerary.
5. When the Itinerary screen opens, the package header displays on the detail panel. 
6. Depending on what products are contained in the package, you will be prompted to enter units and/or select departure times for some of the products within the package If you have a choice of options. 
   • For reservation bookings, select the price options available
   • For hire bookings, you will see the resource that the booking has been made in
   • For appointment bookings, you will see the resource & therapist for that booking
7. Once you have selected all the units/times for your package, click Update/Create package.
   
   

   Repeat the steps above to add more products to your itinerary.

   
   

   

Booking other suppliers

These are products booked with external operators, like hotels, and are set up in the Ticketing screen for booking agents. Currently, it is recommended to sell Other Supplier products only for itineraries where full payment will be collected.

1. Choose the product from the Other supplier tab in the Availability screen, then click New booking.
2. Enter the details to complete the booking in the Itinerary screen.
   1. Enter units
   2. Set the date/time 
   3. Enter a pickup and pickup time if required
   4. Capture Extra info (optional marketing data)
3. Book the product directly with the operator and add their booking reference in the Voucher field.
4. Take the balance To POS to capture payment from the customer as usual.

Apply a promotion to a reservation on an itinerary

You can apply a promotion to a reservation after it has been saved in the itinerary. 

1. Ensure the reservation you wish to apply the promotion on has been saved.
2. Click the functions button at the bottom of the right-hand panel, then select Apply promotion.
3. Select the promotion from the list available. 
4. Once selected it will add to the booking automatically. 
5. To remove the promotion, click the functions button, then select Remove promotion.

 

Confirm an itinerary with a credit card

If you operate a weather-dependent business, it's not always practical to charge the guests at the time of booking. You can securely store the customer's credit card details as follows: 

1. Click the customer name in the centre panel.
2. At the bottom of the detail panel, select Store CC
3. In the stored card popup, click Add card, and follow the prompts.
   
   

Paying for an itinerary

Pay directly through Point of sale for all reservations in the itinerary

When your customers are ready to pay, you can select To POS from the itinerary summary panel (centre) to take all reservations to Point of sale for payment. Follow this process when the sale type for a reservation in the itinerary is Direct. 

If you have a stored credit card on file for the customer, you can charge this card at POS. Click the Stored CC link at the bottom of the customer panel in the POS screen. 

Pay for an individual booking within the itinerary

If the customer is only paying for an individual booking, you can select To POS from the detail panel on the right-hand side. Ensure you have selected the correct booking to take payment for. 

Pay for selected bookings within the itinerary

If the customer is paying for some, but not all, bookings on an itinerary, click the drop list on the To POS button in the summary panel and select Selected items. In the Pay for bookings popup, tick the bookings the customer is paying for, then click To POS to continue with the payment. 

Partially pay for an individual booking at POS

If the customer is only paying for a portion of the reservation, i.e. an individual in a group booking for example, then you can adjust the sale price of the reservation at POS one of two ways: 

1. Enter the sale type amount directly in the POS input box to amend the rate instantly and avoid the popup. E.g. $XX.00; OR
2. Click $ + ENTER in the POS input field and amend the sale price of the reservation in the popup 

Post to invoice for agent all sale type

If the booking is made on behalf of an agent that you will invoice, click Functions on the right-hand detail panel, then select Post to invoice. In the popup, adjust the commission rate and invoice descriptions if required.  

Post commission for a referral agent

If the booking was made on behalf of a referral agent, click To POS on the booking detail panel. This will prompt the user to post the default agent commission before the booking opens in the Point of sale screen. If the user says no, no commission is posted. 

Pay the balance of the sale for a deposit sale type

If the booking was made for an agent with a deposit sale type, click To POS on the booking detail panel. You are prompted to post the deposit paid (i.e. the commission) to the agent account before proceeding to Point of sale with the balance. 

Any commission posting functions done on the Itinerary panel must be done on the Reservation detail panel. If you click To POS for the whole itinerary, it will not automatically post Referral or Deposit commission to accounts.

Send emails and SMS text messages from the itinerary screen

The Itinerary screen allows users to send different types of customer communications for the itinerary and the individual bookings.

Emails sent from the Itinerary screen are recorded in the booking history for each reservation. If your itinerary contains cancelled reservations, these are excluded from any email communication.

Send email for all the bookings in the itinerary:

To send a confirmation or proforma email that includes all bookings on the itinerary, open the drop list on the Functions button on the centre summary panel and select one of the following options:

• Send confirmation email - sends confirmation for all bookings on the itinerary to the primary customer.
• Send confirmation email ALL - sends confirmation for all bookings on the itinerary to ALL customers included on the itinerary. 
• Proforma invoice - sends proforma invoice for all bookings on the itinerary to the primary customer. The email will include an invoice with a PDF with a PF-{Itinerary number} reference. Proforma will only send for reservations contained within your business unit. 

Confirmation and proforma emails sent from the centre itinerary panel will only include reservations. Retail items included in packages aren't included in confirmation or proforma invoice emails. 

Send email or text for a booking on the itinerary:

The reservation detail panel also has a send email option under the communication menu in the Functions drop list for sending emails and SMS messages for the specific booking. 

• Booking email - sends confirmation to the customer on the booking
• Thank you email - sends a thank you email to the customer on the booking
• Pro-forma invoice email - sends the proforma booking template email (no PDF attachment) to the customer on the booking. 
• Text message - sends an SMS text message to the customer on the booking.  

Search for an itinerary

You can only search for an itinerary in the left-hand panel. If you know the Itinerary ID, you can enter it in the Itinerary ID field, then click ENTER to search. If you know the booking reference, enter it in the Booking ID field on the right-hand panel. 

The Search tab on the Departures screen displays all bookings in your system. You can filter results by date, operator, product or agent. Use the Find field to filter results for customer names, voucher numbers or anything else. 

To open a booking once you've found it, click the booking ID or double-click anywhere in the row to open the booking in the Itinerary screen.

Want the Itinerary screen to open by default when managing your reservations? Ask us to make this your default reservation screen.

Edit a reservation on an itinerary

If you need to modify reservation details, follow these steps to edit your reservation:

1. Open the reservation in the Itinerary screen details panel. 
2. Click Edit from the bottom right-hand menu. 
3. The reservation will change to edit mode, make any changes as needed then click Save. 
4. All edits are saved in the Booking history which can be viewed under the Functions menu on the right.

Changes must be saved at the time of editing. If you navigate away from the reservation when in edit mode, your changes will be lost. There is no warning. 

Reschedule a reservation on an itinerary

If you need to change the date and time of a reservation: 

1. Open the reservation in the Itinerary screen details panel. 
2. Click the drop list on the Edit button from the bottom right-hand menu, then select Reschedule.  
3. The screen will turn yellow to indicate it's in reschedule mode and the Availability screen will open.  
4. Select the new date, departure time and/or product, then amend any details if needed. 
5. Click Save to confirm your changes. 
6. All edits are saved in the Booking history, which can be viewed under the Functions menu on the right.
   
   

   Customers rescheduling appointments on the same day can still use the drag and drop functions on the Appointment screen. See related articles for how to edit appointment reservations for details. 

Cancel a reservation on an itinerary

If you need to cancel a reservation, follow these steps:

1. Open the reservation in the Itinerary screen details panel. 
2. From the status droplist, select Cancelled.
3. Select the cancellation reason, the booking will save automatically.
4. If you chose the wrong reason, change the status back to Active and Save, then redo the steps.
5. Take any refund owing to POS (direct accounts only). If it's an agent booking, select clear posting under the Functions menu if it was already posted to invoice.  
6. All edits are saved in the Booking history, which can be viewed under the Functions menu on the right.
   
   

 

Split a reservation on an itinerary

You can use the split booking function to manage scenarios where you want to partially cancel a booking, move some people to a different product or departure time or just move some customers to a different booking.

1. Open the booking in the Itinerary screen.
2. Click the drop list on the Edit button from the bottom right-hand menu, then select Split booking.
3. In the Split booking popup, select the customer for the new booking in the Existing customer dropdown or add a new customer if the customer isn't included on the itinerary already.
4. Enter the number of people to split onto the new booking in Units in new booking for all options listed.
5. Click Split to create the new booking. The new booking will be added to the same itinerary. 

Once a booking is split, you may need to transfer payments to the new booking. Choose a scenario that fits your situation: 

Direct booking that has been paid	On the summary panel, select To POS to take all bookings on the itinerary to POS.  To cross-settle specific bookings on an itinerary, choose Selected Items from the drop list on the To POS button to select the bookings to take to POS. In POS, process a $0 cash payment to cross-settle the balance of both bookings.
Agent booking posted to invoice	Open the new booking in the Itinerary screen and from the Functions button, select Post to invoice and click apply.  Return to the original booking, choose Clear posting from the Functions button. Click the Functions button again, then select Post to invoice.  Click apply to post the new booking value to invoice.

 

Edit, reschedule or cancel packages on an itinerary 

If you need to make changes to a package, you can use the bulk edit functions found on the package header. 

1. Select the package header on the itinerary panel to view the details on the right-hand pane.
2. If you need to make changes to the units, update the Adult/Child options as necessary. 
3. To make changes to dates/times, click reschedule and follow the prompts to update all reservations in the package. 
4. If you want to cancel all bookings in the package, click cancel package, then select the reason.
5. Once you have finished editing the package, click Update/Create package to save your changes.
   
   
    

Managing customers on an itinerary

When a new booking is made an itinerary is automatically generated under a primary customer. If online check-in is used, the additional customers checked in against each booking on the itinerary will automatically appear in the centre panel underneath the primary customer 

Users can also add and remove additional customers manually on the itinerary as needed. Please note, if a customer has completed online check-in, they cannot be removed from the itinerary.

Adding additional customers to the itinerary allows for send confirmation emails to all members of a group, setting individual identifiers and allocating specific bookings to certain customers. 

You cannot change the primary customer after the itinerary is generated. In that situation, you must generate a new itinerary and move bookings and customers to the new itinerary.

Add a person to an itinerary:

1. At the bottom of the centre panel of the itinerary screen, click Add person, 
2. Enter the details of the customers you wish to add in the popup.
   

Add people to an itinerary in bulk:

1. Right-click on the primary customer in the centre summary panel of the Itinerary screen and select Add people to itinerary.
2. When prompted, enter the number of guests you would like to add to the itinerary. Click OK. 
3. New customer profiles will be automatically generated and associated with the itinerary. Each profile can be selected and edited in the details panel. 

Remove a person from an itinerary:

If you wish to remove a customer that has been previously added to an itinerary, right-click on their name and select Remove customer. 

A customer cannot be removed from an itinerary if a booking is assigned to them or if they have completed an online check form for a booking on the itinerary. 

Change the customer on a booking:

Once additional customers are added to an itinerary, the customer associated with bookings on an itinerary can be updated. To change a customer on a booking:

1. Select the booking to open it in the right-hand details panel. 
2. Click the dropdown in the Customer field. All customers with the itinerary will be displayed in the dropdown.
3. Select the customer and save the booking.

Generating an itinerary for a reservation that does not have one

If a booking has been created without an itinerary for some reason (e.g. a booking is made via API or the Series booking screen), you can easily create an itinerary for it. 

1. Find the reservations without an itinerary in the itinerary search panel. They will appear with the reservation ID at the start and slightly greyed out. 
2. Click the booking and it will prompt you to create a new itinerary or add to the existing itinerary you have open. 

You must have an existing itinerary open before you can use this function. If you try and generate an itinerary without having an existing itinerary open first (e.g. when you first open the screen), it will not work. 

 

Move a booking to a new itinerary

If you accidentally create a new itinerary instead of adding a booking to an existing one, you can move your booking to a new itinerary.

1. Note down the booking ID of the reservation you want to move to your existing itinerary. 
2. Open the itinerary you want to move it to. If an itinerary does not already exist, click New at the top of the Itinerary panel to add one, then enter the customer details.
   
3. Under the Functions menu in the centre panel of the new itinerary, select move booking to itinerary.
   
4. Enter the booking ID when prompted, and you will have successfully moved the booking.
5. Once the booking is moved, you can disassociate the wrong customer from the previous itinerary by right-clicking on their name and selecting 'remove'.  

Add day notes to communicate information to your frontline team

Day notes can be added to show on a specific date on the Itinerary screen by clicking the Note button. You can double-click an existing day note to edit. While day notes cannot be deleted, you can overwrite them with new content or resave them as blank to effectively remove the message.

If you don't want to use the day note function, you can hide it by right-clicking the Refresh button on the Itinerary search panel and unticking Show day notes.