Tour Registration and Booking SOP

Procedure Steps

🌐 Step 1: Accessing the Tour Booking System

1. Navigate to the Central Panel | Tours section in the app.

   

📝 Step 2: Fill Out the Booking Form

1. Select “Book” to start the booking process.

   

2. Complete the following sections in the form:

   Activity Details:

   • Activity: Choose the tour or activity from the drop-down menu.

   • Agency: Select the partnering agency for the tour.

   • Date of Tour: Input the exact date.

   • Pick-Up Time: Enter the hotel pick-up time in the format “HH

     AM/PM” (e.g., 07:15 AM). Incorrect formatting will cause an error.

   • Adults and Children: Enter the number of adults and children participating.

     

   Payment Details:

   • Payment Method: Select Cash or Card.

   • Total Price: Enter the total tour price. Note the reference text below showing the price per adult and child (usually a discount for cash payments).

     

   Client Details:

   • Pax Name: Input the lead guest’s name.

   • Comments: Add relevant information, such as:

     • Pick-up location if different from the hotel.

     • Dietary restrictions, if applicable.

     • If it’s a private transfer, specify pick-up and drop-off locations, and add the flight number if the pick-up is at the airport.

   • Booked By: Enter the name of the staff member handling the booking.

   • WhatsApp Message: Copy the provided reference message for confirmation and send it to the agency via WhatsApp.

     

✅ Step 3: Confirm the Booking

1. Send the copied WhatsApp reference message to the agency for backup proof of booking.

   • Ensure that the agency confirms the booking via WhatsApp.

2. Save the tour booking in the system by clicking Save.

3. Once both the system and WhatsApp confirmations are complete, notify the guest that the booking is fully confirmed.

🔄 Step 4: Cancellations or Adjustments

1. If a guest needs to cancel or modify the tour, instruct them to contact the hotel directly.

2. Most tours allow cancellations up to 24 hours before the tour date for a refund. Confirm with the agency regarding the refund policy.

3. Note: Tours are paid directly to the agency, either on the day of the tour or in advance via a payment link provided by the agency.

Reference Material

• Personalized Quote Creation SOP for any guests requesting a quote prior to booking a tour.