(Please note: there is a video overview at the end of this article)
Select "Create Experience" to create a new product:
After you select "Create Experiences", you'll arrive at the overview page. On the left hand side you can see all the different settings you can configure for your new experience. You also have some options at the top of the overview:
Express setup: You can toggle this to show only the required steps in the product setup.
Publish: When you've created your Experience, you click "publish" to make it bookable internally.
Preview: You can click the "Preview" button to preview how your Experience will look for your resellers in "Book: Experiences" as well as how it will look in the "Experience Product Page" widget.
Actions > Old overview: By clicking "Old overview" you can access the overview as it appeared before the release on the 28th of March 2019.
Title and type
Title: Enter a unique name for your product. This is a mandatory field.
Product Code: Enter a unique short-code for this product. This is an optional field. (This is a unique reference number, if you are a Viator account holder who's had their products imported from Viator, your Viator product ID will appear here.)
Type: Characterise the tour experience. There are three options:
- Tour / Activity: If your tour is a day tour/multi-day tour or an experience (e.g. snowmobiling, hiking, helicopter, city tour), select this option. This applies to any experience where your customer books date, or date and time.
- Attraction: If you have an attraction to visit (e.g. tickets to a museum) or any landmark where you have open-ended tickets (e.g. ticket for a museum that is valid for the next 30 days), select this option.
- Event: Select if your activity is an event (e.g. concerts, theatre show, etc.), select this option.
Private experience: Select this option if your tour is a private experience. Selecting this is not going to be reflected in the setup of your product. This is a setting that will inform the OTA's that you integrate with that this is a private activity.
Set the duration length for your activity. You should include the travel time so your customer knows exactly how long it will take.
Categories & themes
Choose the categories and themes that fit your Experience. These will appear in "Book: Experiences".
Choose the correct location for your activity. The location is a city/town/village and not a specific address. Learn more about location.
Itinerary / Agenda
Itinerary is an ordered list of events or activities so the customers have a better idea of what they will be doing during the experience. You need to define the following for each itinerary item (you can find further information here: Itinerary / Agenda):
- Excerpt (optional)
- Description (optional)
- Flags (optional)
- Map (optional)
- Images (optional)
Add a description of your experience. You can include both a short description and a long description. We highly recommend you add description as it will be a part of the product information for your resellers like OTA's and marketplace resellers. This information will also be displayed in your booking engine.
The first photo you upload is set as your cover photo by default. When you add more photos, you can choose your preferred cover photo. The cover photo is the first picture that is shown to the customer of your tour when booking via your booking engines.
Customers do select tours based on how they look, so make sure you choose good quality photographs that highlight your activity. We recommend that you add more than 5 photos.
To change the cover photo, simply select the photo you would like to have as a cover photo. When you do, an editor pop-up will appear where you can select the photo as "Key Photo" (which is the same as cover photo). You can also add a caption and short descriptions to your images.
Add videos to your activity by inserting video URLs (Supported video links are: YouTube, Vimeo). Note that you will have to insert the full URL, not just the short link. Please note that videos can only be displayed on your website if it's connected directly via an API connection.
Select inclusions from the drop-down list. If the inclusion is not listed or if you would like to add more items, use the large text box to add more information. You can also select if the tour includes a live guide, audio guides, or reading material in different languages.
Select exclusions from the drop-down list (what is NOT included) for your experience. If the exclusion is not listed or if you would like to add more items, use the large text box to add more information.
Know before you go
What should travellers know before they book: Select the information you need to add from the drop down list. You can manually type additional information into the text box if you don't find the information you're looking for on the drop down list, e.g. "You can expect sudden change in weather", "It will be cold at the peak", etc.
Physical difficulty level: Choose the difficult level of your activity.
Age limit: Add an age limit if applicable.
What to bring
If there's anything that the customer needs to bring on the tour, use this text box to add further information on what that is.
Ticket per participant: Toggle the button if you want the system to produce one ticket per participant, as opposed to one per booking. Green means selected.
Message on ticket: You can write information you'd like to pass on to your customers, e.g. pick-up locations, a map of the meeting point, what they need to bring, etc.
Override barcode format: In case you have a scanner to scan customer tickets, you do not need to do anything here. Please note that you can scan your customer tickets, but there is currently no ticket scanner solution integrated with Bokun.
If you offer lunch or merchandise on your tours or if you'd like to charge for the cost of petrol or entrance fee, you can add them as extras to your product. Select "Add extra" to add them. That will open up another window for you to fill in the following information. Learn more about extras.
- Title: The name of the extra you are creating.
- Product Code (optional): Enter a unique short-code for this extra.
- Commission group (optional): To be used if you want to offer a different commission to your marketplace contracts for extras.
- Max units per booking: Limit how many extras can be booked. There're three options; no maximum, maximum per participant or custom.
- Description (optional): Describe the extra.
Under this tab you will find all product related translations. Further information on translations can be found here: How to translate content
- Customised bookings (optional): Enabling this feature allows you and others to book your activity as a custom booking. More information on customized bookings can be found on this link.
- Combo activity (optional): This option allows you to define this product as a combo product. A combo product is an activity you can connect with one or more other activities and derive the availability from the other activities. More information on Combo Tours can be found here.
- Flags (optional): Flags are connected to your API service and can be used to manage where products are supposed to appear on your web. If you are using booking engine widgets, flags are irrelevant. This is an optional field.
- Keywords (optional): Keywords are related to API integration. This is an optional field
Meeting & Pick-up
How to get there?
Define which of the three options mentioned in the beginning you want to use:
Meet on location, Pick-up only, or Meet on location or pick-up.
Define a meeting point for your tour, e.g. your office, a specific hotel/guesthouse, an information centre, etc. Learn more about meeting points
If you offer pick up service, select "Pick up service". Here you can add pick-up locations. To add locations, click the blue "Add place" button. Learn more about pick up places
In "Pick-up config" you can specify if your pick ups have a certain number of seats available, when pick up begins.
Select, from the drop down menu, whether your pick-up service can always be booked or if it has a limited amount of available seats.
When does the pick-up start
Select how many minutes before departure the pick-up starts.
Custom pick up locations: Select this if you want to allow travellers to write down their own pick up location at the time of booking.
Ticket Message: Select this if you want to add additional text to your confirmation ticket about pick up information.
Start by selecting "Drop off service" under "Meeting points" from the left side bar.
Offer drop off service: Must toggle this button (make it green) to enable all drop off settings.
Custom drop off locations: Toggle this button (make it green) if you want to allow the customer to enter a custom drop off location. The customer will then enter an address to be dropped off at.
Use the same places from the pick-up service: If you do not enable this option, you can allow customers to be picked up and dropped off at different locations. To add locations click on the blue "Add place" button. You can edit your list of places by selecting "View all pick-up places" and create more groups by selecting "Products" > "Pick-up places".
Time, date, or pass
Date and time: The customer selects date and time: 5th of January and 14.00 (2PM)
Just date, no time: The customer only selects date: 5th of January.
Pass: The customer only selects the quantity of passengers. Date and time are not selected.
Booking cutoff: This is to define how long before the start of an experience the experience is bookable online. This will also be communicated to your resellers on the Bókun Marketplace. Example: If you enter 12 hours, your customers will not be able to book the experiences 12 hours or less before the start of the experience.
Note: Your employees can always book on Booking Desk until departure, pending on user permits, even though booking cutoff is 12 hours.
Select how many customers can book each experience.
Free sale (unlimited): Select this option if there is no maximum limit on how many passengers can book.
Limited number: Select this option if you have a maximum capacity for passengers, e.g. max 25 per departure.
On request Select this option, if you would like the customer to send a request for booking. You will have to manually confirm every requested booking within a time frame you define later.
In this section, you add the start times of your experience if you selected Date and time. To add a new start time, select Add start time. Then select the proper settings.
Start time: Add a start time
Duration: Define for how long the experience lasts
Label: You are able to add labels to start times if you need to differentiate one start time from another. You for example can have two 8 AM start times, one for a tour in English and another one for a tour in a different language.
If you have an activity that does not have fixed time (e.g. 09:00) you can add your opening hours to your product. You can find further information on Opening Hours here.
In this section, you add the availability of your product by adding rules.
For more information on how to add availability, please read this article.
In the event that you selected "Pass" in the "Time, date, or pass" section, this is where you set how your pass should work. If you selected "Date" or "Date and time", you will not see this option. You have three options for your pass settings:
Never expires: Select this option in the event the pass never expires and the customer can use it whenever they want.
Fixed date: Select this option if the pass is valid until a certain date, like the end of the season, or the 1st of October.
If you select Fixed date, you get the option to select the date the pass expires.
Expires at a date relative to booking date: Select if the pass is valid for a period of time, e.g. 30 days after the book date. Example: Booking is made on 1st June and pass is valid until 30th June.
If you selected Expires at a date relative to booking date, you get an option to select for how many days the pass is valid.
Pass capacity: Select how many passes are available for sale. This applies to all of your passes in total, not per day.
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. 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.
Here you can find more information about Pricing Categories.
Rates can be created to manage the different tour options and pricing that you offer for a particular tour. Tour options can be a Standard tour vs. a Premium tour. Tour options can be different language options like an English tour and Spanish tours.
Commission & Rates
Commission Groups: If you want to offer a different commission for specific products, you can create commission groups like 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.
Default rate: Select a default rate for your product. When you are creating a product for the first time, you will only have standard rate. If you add more rates to your product later, you can change which rate is the default rate. Here are more information on what rates are.
Here you add prices for your product. There is a column on the right side of the page where the prices are added. Enter the prices in these fields. Remember to add prices for all price catalogs, currencies and date ranges. Here you can find more information on pricing.
Here you can select what information you want to gather from your travellers in the booking process.
Here you can add booking questions you want the traveller to answer at the time of booking. To add a new question, select Add a question. Then, a pop up window will appear to create it. Here you can find more information on Booking Questions.
Remember you can return to any of the steps at any point.
Get access to the old Overview and Product Setup
By clicking "Actions" in the top right corner and then "Old overview" you can access the Overview as it appeared before the release on the 28th of March 2019.