• Adding the basic information for the tour, E.g. the name, duration, how long before departure you can book it online, pick up settings.
  • Adding Pricing Categories, e.g. Adults, Children, Price per person.
  • Adding departure times to your activity.
  • Adding availability, how many passenger can the tour accommodate at any given date, day and date range.
  • Adding prices to the product.
  • Adding images, videos and agenda to the tour.

Create Tours & Activities  

To create tours & activities go to the top bar select “products” and “Tours & Activities” from the drop down list.

Select “add”

After you select, add, you arrive to a “Product setting page” where you define the basic parameters for your activity, e.g the product title, activity duration, if you offer pick up services etc.

Product Settings 

Title: Enter a unique name for you product. Mandatory.

Product Code: a unique short-code for this product. This is an optional field. (This is a unique reference number you use for you products, e.g. a product reference number in your accounting system)

Excerpt: Add a short description for you activity. This is an optional field.

Flags: flags are connected to your API service and can be used to manage where on your web products are suppose to appear. If you are using booking engine widgets flags are irrelevant. This is an optional field.

Commission group: This is used to define groups you can set your products into, to control which commission is for each group. E.g. Day tours, multi-day tours etc. Commission groups are used to group together tours that have the same commission when you create a seller agreement on Marketplace. More information on commission groups can be found on this link. This is an optional field.

Customized bookings: Enabling this feature allows you to book your activity as a custom booking. This feature provides the option of booking a group for the regular activity. The group booking can be manually scheduled with any departure time and sold for any price. More information on customized bookings can be found on this link. This is optional.

Default Rate: Rate is what manages your pricing, per pricing category and departure time (e.g. Adults, children, group). With rates you can manage:

  • Group prices e.g. 10+ get -15% discount
  • Min/max pax per pricing category
  • Pickup options 
  • Cancellation policy 
  • Extras available per rate 

NOTE: Rates are set in the next step on the overview page if you are creating a product for the first time. If you have already created your product then go to the overview page for your product to set the specific Rates for this product. 

Customer info required at booking: Here you can select which information are required from the customer at the time of booking. 

Activity type: select the type of product you are creating. You have four options: 

  • Day tour or activity 
  • Multi day-tour 
  • Attraction 
  • Event 

To create an activity with fixed rates, select Day tour or activity, or select Multi day-tour.

Booking Type: Select how to manage your availability. You have three options: 

  • Pass - the customer just selects quantity of pax. There is neither date or time selected. 
  • Date only - the customer just selects date, not departure time. Used for any activity / attraction where it is sufficient to book a date, e.g. a museum. 
  • Date and time - The customer selects date and time. Used for time specific products. 

To create an activity with fixed rates, select date only or date and time. 

Capacity Type: Select how the availability is managed for your product. You have three options: 

  • Free sale (unlimited) 
  • Limited number 
  • On request - you get a request from the customer that you have to confirm within set timeframe. 

Default request period: Appears only if you selected "On request". Add the time frame you give yourself to confirm bookings to your customer. E.g. 2 days, will give you 2 days to get back to the customer. 

Schedule type: Select how your scheduling is. You have two options: 

  • Fixed (hand-selected) dates - (e.g. you add availability from 1st of January 2017 to 31st of December 2017)
  • Recurring dates - (you select e.g. all days of the week from now on-wards. You will not have to define date range the availability will always be there) 

Schedule type will not appear if you selected on request. 

Meeting type: Select the options your customers have to join your activity. You have three options: 

  • Meet on location
  • Pick up only
  • Meet on location or pick up

NOTE: You specify later on which meeting points are available. You can also define later which pickup locations are available to this product if there is any restriction on the available locations.

Combo Activity: This option allows you to create this product as a combo product. A combo product is an activity you can connect to one or more other activities to derive the availability from the other activities. More information on Combo Tours can be found here. This is optional.

Inventory Service Product: Leave this box unchecked. This is something you would check if you have set up an e.g.  API integration to Bókun to be able to send availability from an external system to Bókun

Location: In location you can select the location where your activity is located / starts from. Location is something you have to set if you are integrating or setting up contracts with e.g. Viator, Experee, Expedia, GTA, Discover the work or any other OTA. Location is used to search for your products and make them easy to be found on re-sellers websites.

Duration: This is the estimated duration of your activity. Not mandatory but recommended if you have an estimate of the duration.

Booking cutoff: This is to define how long in advance your activity is bookable online and for your resellers on Bókun marketplace. As an example If you enter 12 hours, your customers will not be able to book activities starting in less than 12 hours. Note, that your own employees can always book on Booking Desk until departure, pending on user permits, even though booking cutoff is 12 hours. Not mandatory but recommended.

Physical difficulty level: Select the difficulty level for your activity. This is an optional field.

Age limit: Select the age limit for your activity.

Activity Categories: Select the categories that fit for your product.

Activity Attributes: Select the attributes linked to your product.

Supported Accessibility Options: Select the accessibility options available to your product. 

Dress Code: Select if there is a specific Dress code for your activity.

Passport Required: Select if participants must bring a valid passport.

Guidance Types: Select the guidance types available and languages for each type. 

Meet on Location: Start points 

NOTE: this section only appears if you selected in Meeting type either "Meet on location or pickup" or "Meet on location"

In this section you add the start point/s for you activity. Start points/meeting points appear on the customer ticket to tell them where they are supposed to meet you to join to the activity. E.g. Trafalgar Square or The parking space by the church. Note, these are only meetings points, not pickup locations.

Pick up / Drop off

NOTE: this section only appears if you selected in Meeting type either "Meet on location or pickup" or "Pick up only"

Pick up

Allotment - use allotment for pick up: This allows you to define an allotment (availability) for you pick up services. This is useful in the case you do not offer pickup for all your departures and/or in the case you have more limited availability for pickup, than for the activity itself. More information on pickup allotment can be found on this link

Place Groups: place groups allow you to restrict which pickup places are available for this particular product. You can upload a list of your available pickup places (products -> pickup places). 

On the pickup places list you can add labels to e.g. all the pickup places in the centre of your town. This flag can be added to this field to restrict the available pickup options only to the place with the centre of your town flag. On this link you can find more detailed information on how to add pickup places. You can come back to this step after you have uploaded the pickup places. 

Allow customer to enter custom pick up location: This allows the customer to write in a text field they custom pickup location, at the time of booking.
Always check this option if you do not offer a predefined pickup list or if you want to offer this option alongside your predefined pickup list.

Pick up starts before departure: here you can add how long before departure the pickup starts. E.g. if you departure time is 09:00, the pick up might start at 08:30. In that case add 30 minutes in this field. This information will appear on the ticket the customer receives by e-mail when booking online.

Show pick up message on ticket: This allows you to show a pick up related message on the ticket the customer receives when booking. This message is departure dependent and is added when you create the departure time in a later step.

Show message on ticket when customer does not want pick up: This allows you to show a message on the customer ticket, if the customer does not select to be picked up. This message is the same irrelevant of departure time and is added in the text field below “Message on ticket when customer does not want pick up”.

Drop off

Drop off: Checking this options allows you to offer drop off services for your activity. It is not necessary to allow this option unless you need to separate pickup and drop off, or if you charge separately for pick up and drop off.

Place Groups: place groups allow you to restrict which drop off places are available for this particular product. You can upload a list of your available pickup/drop off places (products -> pickup places). 

On the pickup places list you can add labels to e.g. all the pickup places in the centre of your town. This flag can be added to this field to restrict the available pickup/drop off options only to the place with the centre of your town flag. On this link you can find more detailed information on how to add pickup places. You can come back to this step after you have uploaded the pickup places. 

Allow customer to enter custom drop off location: This allows the customer to write in a text field their custom drop off location.
Always check this option if you do not offer a predefined pickup/drop off list or if you want to offer this option alongside your predefined pickup list.

Text

The text that is added to these text fields can be used in two different ways.

First, your resellers in Bókun can access these descriptions in their Bókun account and can use it to get more detailed information on your activities.

Second, this text can be published on your website via Bókun´s API. In that case you can manage all you tour descriptions for your website in Bókun. 

These textboxes are optional fields. However, it is recommended to fill in at least the Description of your activity for your resellers.

Description: add a description of your product. This is an optional field.

Whats included?: add what is included in your activity. This is an optional field.

What do I need to bring?: add what the customer should bring with them on your activity. This is an optional field.

Attention Points: add information here on special attention points you customers should be aware of. This is an optional field.

Keywords: keywords are related to API integration. This is an optional field.


Ticket Settings

Ticket per participant: Select this option if your product requires each participant to bring their own ticket. If this option is not selected one ticket will be produced per booking.

Barcode Settings

Override barcode format: Select this option if you need the ticket for this product to show different type of barcode than QR code. QR code is the default format.

Tags

Use tags to categorise your products. The tags are related to filtering on marketplace and some re-sellers use product tags to filter their search engines. 

Save

Before continuing, remember to save so you won't loose all your work. (If you happen to leave the page accidentally before saving, you can go back on your browser and your data should be there).

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Overview - Product Page 

When you save you go to the overview Product Page for this activity. On the product page you add pricing categories, availability, departure times, prices and all other details required to set up a fully bookable product. You can always go back to the Product settings page you just left and update the basic information by selecting the “Product settings” tab.

At the top of the page on the right hand side you have a task list, that tells you what tasks you have to accomplish to have a fully bookable product. It's best to complete the tasks in the order that they are given. 

Also note that there is a preview button at the top of the page. You can use that to get a preview of how your product looks like whenever in your creation process. Note, you are not able to book via the preview, you just see the product information. 


The first task is “Set up Pricing Categories”

Pricing Categories are the categories that you charge your customers by e.g. adults, children, price per person, vehicle etc. The pricing categories are going to appear in your online booking engine

The pricing categories are added to the products by selecting the “Add Pricing Categories”. 

To add a category select the plus sign, by the name of the category you intend to add to this product.

There are three categories that are already created in your system that you can use ”Adults, Teenagers and Children”. These categories can be edited to show age range.

You have also the option to create your own custom pricing categories by selecting the link to the central pricing category list, or by selecting “Products -> Pricing Categories”.

Pricing categories are created and edited centrally in Bókun. You can create each category once and use it for every activity you create. Instructions on how to create pricing categories can be found on this link.

 

The second task is to add start times / departures

You have two options for departure times “Fixed” and “Flexible”

  • Fixed - means that you have fixed departure times e.g. 09.00 and 14.00. To add fixed departure times select fixed and then “Add”.
  • Flexible - means that you do not have fixed departure times, instead you have the day bookable. To add flexible departure times select “flexible”.

Flexible departures is something you would do in the case you have an activity that is not time sensitive and it is enough to know what day the customer is arriving. E.g. in multi-day tours or private tours. 

Flexible is also good option in the case you would like to customize your departure times, e.g. allow the customer to select “morning” or “afternoon” in the booking process. To add the options of e.g. Morning and Afternoon, select the “Product settings “ tab. There you have an option “Define flexible departure times and a text box to add your preferred options.

The third task is to add availability

Availability is the max capacity of passengers you can accommodate for each departure time per day. E.g. max 15 pax. for the 10:00 departure or max 25 for the day.

You can also add minimum passenger requirement on the availability tab, as well as availability for pickup allotment if you selected that option in the "Product settings" tab. 

To add availability select the “Availability” tab at the top of the product page.

You have two options when adding availability:

  • The first option is to add availability in bulk,e.g. Everyday of the year, or every Monday and Wednesday from 1st of May - 1st of October. To add availability in bulk select “Actions” and “Set availability for a date range” from the drop down list.
  • The second option is to add availability to individual days, e.g. if you have single or irregular departures. To add individual days select the plus sign in the calendar.

The fourth task is to add prices

To add prices to you product select the “Pricing” tab at the top of the product page.

Then you write the prices in the price fields on the right hand side.


In the pricing you can add prices to this product for each of your price catalogs (given that you have more than one), in all currencies you have activated.

On the left hand site you will see in the red box ,what prices in which currencies and which price catalogs are missing for this product.

To go to the price catalogue where you are missing prices you can select the red box with it's name. 

Prices are managed centrally in Bókun, this view in the product page, only allows you to add prices to your products. To manage date ranges, currencies, add more price catalogs etc. select the “Manage price catalogs and date ranges” link or select “Products -> Pricing”


When you have added and saved your prices the product is ready for sale and the only thing left to do is to select the “Publish now” button in the top right hand corner. 

Don't worry about publishing the product, it is not going anywhere for sale unless you add it somewhere to be sold or set up contract with your re-sellers on marketplace.

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What we have done so far is to add the items that are mandatory for the product. What follows here are items you can add e.g. to up-sell your products, customised rates for your products, you can add pictures and videos for your re-sellers to see and add extra information on the ticket for your customers. 

Add Extras - not mandatory

To create a new extra go to the Extras tab and select "add" at the top of the page. 

To create the  extra you have few options you have to select:

Title: the name of you  extra. This name will be visible in the online booking engine. E.g. Rent Hiking Boots.

Product Category: The product category you are in. This is automatically selected. 

Product name: The name of the product you are adding the extra too. 

Commission Group: If you  extra has a price, and should have a different commission than the product it is linked to. You can add the extra to a commission group, so you can either exclude it from commission or give it lower commission than the main product. On this link are more information on commission groups.

Reference #: This is a unique reference number you use for your products, e.g. a product reference number in your accounting system. This is an optional field

Optional: Select this option if the customer should be able to opt out of the extra. 

Free of Charge: select this option if the extra is free of charge.

Price: if the extra should have a price, select whether the price is per person or per booking. For accommodation and Car rentals you also have the option of Per person, per nigh/day and per booking per night/day. 

Note: if the extra is set as "Not Optional" and "Price per person/booking" the extra is automatically selected and given a price that is shown in the booking process. This option is good if you have included in your price e.g. a fee to a national park that has to be included in the main price and stated separately.

In the next section there are some variations between product types.
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Tours & Activities

Max units per booking: here you have three options: 

  • No maximum: check if there is no max limit on the quantity of extras. E.g. one passenger books, he can select to add as many t-shirts with your logo to his booking as he feels like. He could buy 50 T-shirts if he fancies that.  
  • Maximum by participant: check this option if the quantity of extras allowed is related to the quantity of passenger. E.g. one passenger books and he can at maximum select to add one T-shirt with your logo to his booking. 
  • Custom: check to add a max limit of extras per booking. E.g. Max 5. then the one customer can select 1-5 T-shirts to add to his booking. 

Description: Add a short description for you activity. This is an optional field.

Flags: flags are connected to your API service and can be used to manage where on your web products are suppose to appear. If you are using booking engine widgets flags are irrelevant. This is an optional field.

Save the extra. When you have saved, you get the option of adding questions to your extra.

Add questions to your extras 

When you saved, you go back to a list of your extras. To add questions to your newly created extra select the name of the extra from the list. Questions can be e.g. what is your shoes size? if customer is renting a pair of hiking boots. 

Scroll to the bottom of the screen, below the information you just added, there you have now the option of adding questions to your extra, if relevant. The answers to these questions will be visible in your booking and on your passenger list. 

Label: add the question in the label field, e.g. "What size do you need?" "Are you a vegetarian?"

Type: Here you have two option of how to allow the customer to answer your questions:

  • User types in answer: which means that the customer will get a free text field to write his answer. Good for open ended questions. 
  • User selects from a list of options: which means that you can provide the customer with a list of fixed answers. For the the question "Are you a vegetarian?" you could have a drop down-list with the possible answers of "yes" "no", "I´m a vegan". When you select his option you get a new text box below where you can add the options available.

Customer must answer this questions: Check this box if the customer has to give an answer to the question to be able to finish the booking process.

Select add question to save it.

You can add multiple questions to each extra, repeat this step for every question you need to add.

Activate the extra on the rates it is relevant to 

Here we need to jump forward to rates, the extras are activated in rates. After the rates, you have information on adding prices to extras.

Rates

Rate is what manages your pricing, per pricing category and departure time (e.g. Adults, children, group). With rates you can manage:

  • Group prices e.g. 10+ get -15% discount
  • Min/max pax per pricing category
  • Pickup options 
  • Cancellation policy 
  • Extras available per rate 

There is a default rate on your product that you can edit or you can create a customised rate for just this product. 

To see how the default rate is set up, select "Default ate" and check on the settings. 

To create  a new rate, go to the rate box and select "add" 


To create a custom rate fill in the settings for it in the form: 

Title: The name of the Rate.

Description:
Short description of the rate. Not mandatory. 

Rate code: Short code that identifies the rate (optional).

Min. passengers per booking: This is useful if you want to have a group rate, e.g. min 7 for -10% discount

Max. passengers per booking: add the max quantity off pax, if there is any, for this rate.

Pickup selection: Select if there is pickup offered for this rate. You have three options:

  • Optional
  • Preselected
  • Unavailable 

Pickup pricing: Appears if "Preselected" or "Optional" was selected in pickup selection. You have two options: 

  • Included in price 
  • Priced separately. If selected you can select if pick up is priced per person or per booking. 

Drop off selection: Select if there is drop off offered for this rate. These options appear only, if you selected to offer drop off on the "Product settings" page. If you did not select to offer drop off you will only get "unavailable" as an option. You have three options: 

  • Optional
  • Preselected
  • Unavailable 

Drop off pricing: Appears if "Preselected" or "Optional" was selected in drop off selection. You have two options: 

  • Included in price 
  • Priced separately. If selected you can select if drop off is priced per person or per booking.

Cancellation Policy: Here you can select the cancellation policy that is applicable to this particular rate. You can create cancellation policies by selecting “Products -> Cancellation Policies”

Pricing categories available for this rate: If this rate is not available for all pricing categories, you can select here the category this rate is available for. NOTE: selecting none is the same as selecting all.

Add prices to your extras 

When you have saved your extras and added questions where relevant you can add prices to your extras. 

To add prices go to your "Pricing" Tab. On the list with your pricing categories you can now see your extra and add a price to it. Just like you add prices to your products. 

On the product page you have options to add few more items that have not been covered in this article. It is not mandatory to add any of these items and services to the products., most of them are used in the case you are using Bókun´s API to integreate Bókun fully to your website rather than using easily pluggable booking widgets.

You can find further information on the items on the product page on these links:

Partner services

Agenda & Route

Image Gallery & Videos

Boxes

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