Before your new inventory item can be booked by your customers, you need to create at least one option for it.
Options are the variants that you can have for your tour. If you have more than one start time, you can create an option for each, as an example. You could also create an option for a single-date event like a concert, or different departure dates for excursions.
In this example, the inventory item is a tour that runs twice a day, once at 9 a.m. and once at 1 p.m. First, we’ll create the 9 a.m. option.
From the inventory item’s page, under Bookable Options, click Create Option.
You can also create a new Option from the main Inventory list by clicking on the blue gear to the right of the Inventory Item name.
Here, you’ll need to fill out the basic details of your option.
- You’ll then need to fill out the basic details of your option.
- The Option Name should identify something specific about the option—in this case, that it runs at 9 a.m.
- Time is the start time that your tour will be running on.
- Availability Type allows you to select if this is a date-based tour option, or an ‘Open’ availability option. Unless you’re running a tour that has a variable date but can be bought in advance, such as a ‘Gate Pass’ or something similar for an event you may want to leave this as ‘By Date’.
- Availability is the number of spots or seats that are available for this tour at this time. If, for example, you have a 15 passenger van, then you might set this value to 15. You can also choose to show or hide the actual availability number from your customers.
- For Date, you’ll want to select the start and end date of your season. If you run year round, you can select “Always Available.” You can also set a single date if the option will only ever be available on one day. When you have your option set to ‘Open’ availability, this section will change to ‘Booking Expires’ instead. More minute control of availability can be done using Rules – we’ll go into this a bit more in a future video. Please contact our support team or check out our support pages in the meantime.
- Min Guests is the minimum number of guests that can be booked at once for this option.
- Cutoff is the amount of lead time you need between taking books and running your event. If you have a time configured for your option, this will be the number of hours bookings will be cut off before that time. If you have not entered a time, it will be the number of hours from 00:01 the day of the event.
- Duration is the amount of time this option takes to complete.
- Deposit is the amount of money the customer needs to pay at the time of booking, and can be either a flat fee or a percentage. Flat fees are charged per booking, not per person. *If you want the customer to pay the full amount up front, you need to leave this blank.*
- The Advanced options tab includes the features called Block Size, and Set Default Payment Status and are minimized by default. These advanced options can change the way a booking completes, and should not be changed unless you have specific need to. Please contact our support team if you have any questions.
- Block size is used when you want to automatically add ‘blank spaces’ to a booking when a customer books online – this will take up availability on your option, but won’t add an additional passenger. There are certain scenarios that would warrant this, but you’ll want to leave this blank.
- Set Status allows you to change what the default status of a booking it. By default, it is set by the payment method, so if a booking is paid via credit card on your booking page, the status will be set to received. This can be adjusted to have all bookings remain pending so you can confirm them manually. If you are using Paypal, you’ll want to leave this as ‘Set by Payment Method’ to avoid any issues. If you have any questions about our advanced options, please let our support team know.
Next, you need to set the pricing for your option.
The pricing label should specify who the price applies to—for instance, Adult, Child or Senior passengers.
You can toggle whether the price level is required or not. For example, if at least one adult or one senior ticket must be booked, then the toggle for both the Adult and Senior price tiers should be set to “required.”
- SKU or ‘Stock Keeping Unit’ is a number you can use to describe the price tier – you can enter your own, or leave it blank to have one generated for you.
- Retail is the price you want your customers to pay for the Option.
- The Ages section is where you can add a minimum or maximum age for the price tier – this is for internal use only, and is not displayed on the front end, and is not required.
- Cost is the amount it costs you to put on the tour. This is also not a required field, but can help in calculating amounts on reports, if that’s something you want to track.
You can add up to 9 different price tiers.
If you’d like to be notified each time someone books this option, you can enter your email address in Email Alerts, under Notifications. You can also add labels for the booking that will be automatically added when it is booked.
Assignments is where you select the user that bookings are assigned to. By default this will be set to the Account Owner, but you can select a different user or security group for this Option’s bookings to be assigned to.
If there are taxes and fees that need to be applied to the price when this option is booked, click Add Line Items. Here, you can label each line item and add a percentage or flat fee. If the line item you’re adding is a tax, make sure to check the box labeled ‘This is a Tax’, so it won’t add to other applicable taxes. If you want the fee to be charged for each group member in the booking, check the box labeled Multiply.
Finally, click ‘Add This Line’ to save and apply your new line item.
For Booking fields, you can choose what information you want to collect from guests when they make a booking. Please note that the customer creating the booking will always be required to leave their name, email and address information. We’ll go over Booking Fields in more detail in a future video, but please feel free to contact our support team if you have any questions.
When you’re finished, click Save Changes.
Now that you’ve created an option, you can either follow the same process to create another option for your inventory item, or you can duplicate an existing option and edit it as necessary.
From the list of options on the inventory item, click the green gear icon and then click Duplicate Option. This will create a copy of the option you just made. Click on it to bring up its details, and then click the yellow pencil icon to edit those details. Give it a new name—1 p.m., for example—and click Save Changes.
Finally, click the green cloud icon to publish the option and make it visible on your booking page.