The Latest Updates to Tour Amigo

The Date Switcher allows users to move existing bookings from one date to another on the same tour, using a simple step-by-step process. Users can select bookings and passengers to transfer, review pricing changes before confirming, and generate a new linked booking reference while keeping the original booking accessible. Any incomplete switches are automatically saved in the In Progress tab so they can be continued later.

Enabling Date Switcher

Your CS Manager needs to enable Date Switcher for your partner before you can give your users permission. Please reach out to your CS Manager if you do not see this.

Date Switcher dashboard

The dashboard is accessed via the Bookings menu. It lists all the In Progress and Completed switches and you can use the tabs at the top to switch between both lists.

You can also start a new switch using the Add Date Switch button at the top. 

In Progress list

This lists the drafts of the switches that you haven’t completed. You can delete the switch if it's no longer needed, or you can continue with it.

Completed list

This lists all of the switches that you have completed. The continue button is greyed out and you can no longer delete the switch. You can view the new booking/s by clicking on the Bookings button next to a switch. This lists all bookings moved as part of that switch, with their old reference & new reference for traceability. You can move multiple bookings at a time - see ‘Add new Date Switch’ section

Add new Date Switch

Click on the Add Date Switch button at the top of the main dashboard to start a new switch. 

Navigation - Progress Bar

Each step of the Date Switcher is displayed in a progress bar across the top. As you progress through the steps, your current step will be highlighted in blue, previous steps show in green and future steps show in grey.

You can click on any previous steps to go back and amend your choices. You may also leave the switch at any point to completion and revisit it at a later date.

Tour Selection

On this step you choose a tour & tour instance for whose bookings you wish to switch. 

• If there are bookings, the tour instance field displays a dropdown of all future dates.

• If there are no instances with bookings for the chosen tour then a message is displayed and you cannot continue with the switch until you choose a different tour.

New Tour

On this step you choose the new date you wish to move the bookings to. The Tour dropdown will be pre-populated with the tour you chose on the Tour Selection step. 

The Tour Instances dropdown shows a list of all other instances that you can swap to, excluding the existing tour instance date you chose on the previous step.

Passengers

On this step you will see a list of all bookings that have been booked on the original tour instance as you selected on the Tour Selection step. Each booking displays the total of any amounts already paid towards the booking, along with a list of all the passengers on that booking so that you can see how many you are moving as part of the switch.

You can choose to move one or multiple bookings using the select toggle:

If there is no availability for the chosen date for the passengers you selected, an explanatory message is displayed. Similarly, if the booking was made by a distribution partner and this partner has no distribution set up for the new instance, the same message will show.

You can go back to the New Tour step by clicking the back link, or you can click the headings in the Date Switcher navigation to go back to previous steps.

Confirm Pricing

On this step you see a summary of all the bookings you are changing as part of the switch, to review prior to completion. This includes:

• Current booking reference

• Distribution Partner name

• Passenger Names

• View Details link

  • The View Details link displays a pop-up window showing the original costing that the passenger was assigned to on the old booking and the new costing they will be assigned to after the switch.

• Old booking total & New booking total

  • The new booking total is an editable field allowing you to adjust the price accordingly e.g. to include discounts or charge an additional fee

• Other booking costs: Tax, Commission, Deposit & any amounts already paid towards the booking

View details pop-up window: 

• New Rates will be highlighted in red if they differ from the original booked rates

• Extras will show a message if they are no longer available for the new date

Finish

On this step you see a more condensed summary of the bookings table from the previous step. Here you’ll see the Booking Reference, Lead passenger name & Distribution Partner who made the booking. 

Once you confirm the switch, you will see a confirmation message and the switch will move from the In Progress to the Confirmation tab on the main Date Switch dashboard, and it can no longer be amended. 

Abandoning Date Switch midway through the process

If you abandon or navigate away from the switch at any point before completing, the switch will be saved up to that point in the In Progress list. 

You can revisit this at any time with all previous changes saved. You can also delete this if it’s no longer required. 

After Completing the Date Switch

Once a switch is completed:

• The original booking remains accessible via the Bookings list

• A new booking reference is generated and added to the Bookings list

• Both bookings are linked for traceability

• The original booking displays a transfer notification

• The new booking displays a replacement notification

What information is copied in a Date Switch?

• Passenger Data

• Booking Contracts & Extras, including Insurance Policy

• Commercial Rule discounts/markups

• Itinerary details

• Invoices & any paid balances

• Booking Deposits (this will be re-calculated inline with your payment schedules, depending on the new instance you are booking)

• Booking Checklists & responses (only active checklists or any checklists with pre-existing responses are copied. If an inactive checklist does not have any existing responses it will not be copied over to the new booking)

• Agent Commission (this is copied exactly as it was on the original booking. You can make changes to this via Costings on the new booking or by adding a price override on the Confirm Pricing step) 

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What information is NOT currently copied in a Date Switch?

These are on the Tour Amigo roadmap as part of future improvements to the Date Switcher.

• Booking Supplements