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MailChimp Sync
Chapter 10: Options » MailChimp Sync
MailChimp Sync is a pretty straightforward to configure in TourTools; all the essential settings are located in System Settings. But before getting into the TourTools part, some initial work must be accomplished on the MailChimp website. TourTools Features: Here is a…
Chapter 10: Options
Chapter 10: Options
Optional Functionality to Enhance your TourTools v5 Back Office System The TourTools team has developed specialized functionality that can be added on to the TourTools Back Office system for customers that want to use popular 3rd party software with TourTools.…
System Settings
Chapter 1: Introduction » System Settings
Clicking on the large Module Navigation button labeled “Settings” at the top right of the screen allows access to various settings for the TourTools system. All can access User Settings; Business and System Settings are available to Owners and Managers only;…
Tour Details
Chapter 10: Options » TourTools Online » Managing TourTools Online in FileMaker » Tour Details
The PAY DEADLINES Tab The Tours module contains a Pay Deadlines tab, where you can manage the deposit dates, deposit amounts, cancellation penalty dates, and cancellation amounts. If the tour is published to TourTools Online, this information is pushed out to your…
Client Module – List View
Chapter 2: Clients » Client Module – List View
All primary modules in TourTools have a List View. In this view, you can filter and sort and analyze in numerous ways to get a collective view of data relating to multiple records at once. Finding All List Views in Primary Modules have a QuickFind Filter at the top…
QuickBooks
Chapter 8: Money » QuickBooks
For details on QuickBooks in TourTools – See the QuickBooks Module Section in Chapter 10.
Package Details
Chapter 10: Options » TourTools Online » Managing TourTools Online in FileMaker » Package Details
Packages Attached to Tours Back in the Tours module, you can see packages linked to a particular tour by navigating to the Prices / Avail tab. Package Prices In the Packages module, the package prices are displayed & managed on the Pricing tab. Here you can see…
Vendor Reports & Docs
Chapter 3: Vendors » Vendor Reports & Docs
There are a few pre-built reports/options that come included with the Vendor module. You can add as many custom reports, docs, and lists as you’d like. Contact TourTools support if you have something in mind, we can build it for you quickly. This report…
Chapter 5: Packages
Chapter 5: Packages
The Packages Module – Unlimited Options & Flexibility All of the Contracted Services records from Vendor that represent services included in a Tour come together in Package. As explained in Chapter 4, every Tour will have at least one, and more likely several,…
Chapter 6: Bookings
Chapter 6: Bookings
The Bookings Module – Where the Rubber Meets the Road All of your work to this point, negotiating with Vendors, planning/building Tours and Packages, and marketing them – it all leads to the Bookings module and from there to the Operations and Money modules. …
Managing Duplicate Client Records
Chapter 2: Clients » Managing Duplicate Client Records
Introduction The “Dupe Merge” button at the top of the Client listing in TourTools helps you find and merge duplicate client records, particularly those with the same name and address. Identifying Duplicates When you access the client list and click “Dupe…
Bookings Module – Detail View
Chapter 6: Bookings » Bookings Module – Detail View
This section of the User Guide is still undergoing updates. Thanks for your patience! All primary modules in TourTools have a Detail View. In this view, you can view all of the details related to a particular Booking. Feature Buttons List View Use this button to…
Sending eBlasts in the Tours Module
Chapter 1: Introduction » New Enhanced Email Module » Sending eBlasts in the Tours Module
Creating an eBlast to Tour Vendors and/or Passengers The eBlast process in the Tours Module functions a bit differently than it does in the Client and Vendor Modules. The eBlast button is not on the List View, it’s on the Detail View in Tours. The reason for…
Canceling or Rebooking a Reservation
Chapter 6: Bookings » Canceling or Rebooking a Reservation
Canceling or Rebooking an Entire Booking Record If the entire booking is to be canceled, or if you need to rebook the traveler(s) on a different tour, click on the “Cancel” button. When you choose to “rebook”, you will select the code of the new tour and a…
Payments & Refunds
Chapter 6: Bookings » Payments & Refunds
Payment Processing Workflow Once you’re ready to process a payment for a client, you should first navigate to the booking list by selecting the “Bookings” option at the top of the screen, then “Booking List”. From here, you can find the booking that relates…
Insurance in TourTools
Chapter 4: Tours » Insurance in TourTools
In TourTools v5, insurance can be implemented/managed in 3 ways: Insurance tables can be added and then selected by policy code in a Tour Insurance can be offered in a Tour by creating optional INS packages Trip Mate insurance is built in to TourTools v5 for the…
Managing Fundraising Payments
Chapter 6: Bookings » Managing Fundraising Payments
This section of the User Guide is still undergoing updates. Thanks for your patience! Getting Started with Booking Details Access Booking Details: Begin by navigating to the Booking Details section in TourTools. This area is central to managing fundraising…
TourTools Website Functionality
Chapter 10: Options » TourTools Online » TourTools Website Functionality
The section of the chapter demonstrates how the TourTools Online (TTO) website looks, feels, and functions as used by travelers and group leaders. TourTools Online is styled to match your website so that users rarely even notice they have moved from your primary domain…
Adding a New Package
Chapter 5: Packages » Adding a New Package
To create a Package, begin in a Tour record and click on the “+ Package” button at the top of your screen, directly below the Tasks & Clients buttons. Initially, the Package will be named and dated the same as your Tour record; change either or both if…
Building a New Tour
Chapter 4: Tours » Building a New Tour
To create a Tour record, click on the “+ Tour” button. The first field of entry is the tour code which, looking ahead, is what you will initially select when making a booking. Since the codes will display in alpha or numeric order, consider your protocols for…
Task Reports & Docs
Chapter 9: Tasks » Task Reports & Docs
Click on Task Reports tab (see image below) to see several reporting options: My Tasks: Today If you select this report, the system does the “find” for you, acting on your name and today’s date. Any Tasks assigned to you that have not been marked as…
Tour Reports & Docs
Chapter 4: Tours » Tour Reports & Docs
Reports generated from this module are generally related to sales, revenue and deadlines; and are compiled in much the same way. Scripts attached to many of the icons will initially ask if you want the report to include all of the tours for the year, make a…
Packages Module – Detail View
Chapter 5: Packages » Packages Module – Detail View
All primary modules in TourTools have a Detail View. In this view, you can view all of the details related to a particular Package. Feature Buttons List View Use this button to return to the Packages List View. Publish All Click this button to quickly publish…
Create an ATEM Automated Email Template
Chapter 10: Options » Automated Task & Email Module (ATEM) » User Instructions » Create an ATEM Automated Email Template
To create an Automation Template, simply click the + Add Template button under the Email & Task Automation Tab of the Business Settings. The user will be given the choice of creating a new Automated Email or Task. Select Email. The Automated Email Template window…
Canceling, Rebooking, Closing Out Tours
Chapter 4: Tours » Canceling, Rebooking, Closing Out Tours
When you need to cancel a departure and the possibility does not really exist to offer your passengers an alternative, click the “Cancel Tour” button. Doing so will call a script which allows you to cancel all bookings, send cancellation letters, and change the…
Package Pricing & Publishing
Chapter 5: Packages » Package Pricing & Publishing
Navigate to the Pricing tab in the Package being built to begin the pricing and publishing process. By clicking on the Details button on the right-hand side of the screen, you can see the Cost Factor has been populated from the Cost field on the front page of Tours…
Adding a New Booking
Chapter 6: Bookings » Adding a New Booking
This section of the User Guide is still undergoing updates. Thanks for your patience! Making a Booking The booking process usually begins in the Client database, where your first order of business is to find (or create) the Client record to which the booking is to be…
Adding a New Group Leader Booking
Chapter 6: Bookings » Adding a New Group Leader Booking
This section of the User Guide is still undergoing updates. Thanks for your patience! Making a Group Leader Booking So far, what we’ve covered is the process for making a reservation for individuals who are booking direct and paying their own expenses. In…
Tours Module – Detail View
Chapter 4: Tours » Tours Module – Detail View
All primary modules in TourTools have a Detail View. In this view, you can view all of the details related to a particular Tour. Feature Buttons List View Use this button to return to the Tours List View. + Tour Use this button to begin the process of adding…
