This article covers:
- Adding basic information for your tour, E.g. product 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 for your activity.
- Adding availability, how many passengers 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.
To create Experiences, go to the top bar select “Products” and then “Experiences” from the drop-down list. Or select "Experiences" directly from your Getting Started guide.
To create a new activity select "Create Activity" to create a new product:
After you select "Create Experiences", you'll arrive at a page where you define, step-by-step, the basic parameters for your activity, e.g product title, activity duration, if you offer pick up services, etc.
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 you use for your products, e.g. a product reference number in your accounting system.)
Type: Select the type of your activity. There are three options:
- Tour / Experience: If your tour is a day tour/multi-day tour or an experience (e.g. snowmobiling, hiking, helicopter, city tour), select this option. This is 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).
- Event: Select if your activity is an event (e.g. concerts, theater show, etc.)
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 let the OTA's that you are integrated to, know that this is a private activity.
Hit Save & Continue to go to the next step:
Time, date, or pass
Date and time: The customer selects date and time, e.g. 5th of January and 14.00/2PM
Just date, no time: The customer only selects date, e.g. 5th of January.
Pass: The customer only selects the quantity of passengers. There is neither date or time selected.
Set the duration length for your activity. You should include the travel time so your customer knows exactly how long it will take.
Booking cutoff: This is to define how long in advance your activity is bookable online and for your resellers on Bókun marketplace. Example: If you enter 12 hours, your customers will not be able to book activities starting in less than 12 hours. Note that your employees can always book on Booking Desk until departure, pending on user permits, even though booking cutoff is 12 hours.
Categories & themes
Select the categories that fit your products:
Choose the correct location for your activity. If you do not find your location, don't worry--select the one that is closest to your activities' start point. The location is used by OTA's selling your products to estimate where you are located.
Add a description about your tour. You can include both a short description and a long description.
These descriptions will be part of your product information for your sellers, e.g. OTA's and marketplace sellers, so it is always good to add description here. Depending on how you add the booking engine to your website, you also have the options to choose if this description will be displayed there or not.
Customers do select tours based on how they look, so choose good photos that highlight the activity. We recommend you add more than 5 photos. You can always return to this step easily if you do not have enough photos now.
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:
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.
Once you are satisfied with this page, hit Save & Continue to go to the next step:
Add videos to your activity by inserting video URLs below (Supported video links are: YouTube, Vimeo). Note that you will have to insert the full URL, not just the short link:
Select from the drop-down list any inclusion for your activity. If the inclusion is not listed or your would like to add more items, use the large text box below to add more information:
Select from the drop-down list any exclusion (what is NOT included) for your activity. If the exclusion is not listed or your would like to add more items, use the large text box below to add more information:
Know before you go
Anything the traveler needs to know before the tour. E.g. Wheelchair-accessible, Passport required etc.
What should travelers know before they book?
Select from the list what you need to add. If you need to include additional information, use the text box below and add things your customer might need to know, e.g. "you can expect sudden change in weather", "it will be cold at the peak", "it will be dark in the evening", etc.
Physical difficulty level: Choose the difficult level of your activity
Age limit: Add an age limit if applicable
What to bring
Add a description if there is something the customer has to bring for this tour.
If you want there to be just one ticket per booking, you do not have to do anything on this page.
Ticket per participant: Select if you want the system to produce one ticket per participant, as opposed to one per booking. Green means selected.
Override barcode format: In case you have a scanner to scan customer tickets when they come for your activities, you do not need to do anything here. Note that you can scan your customer tickets, but there is currently no out-of-the-box solution integrated with Bokun.
Here are the advanced settings for your activities:
Customized bookings: Enabling this feature allows others to book your activity as a custom booking. This feature provides the option of booking in 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.
Combo activity: 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. This is optional.
Flags: Flags are connected to your API service and can be used to manage where products are suppose to appear on your web. If you are using booking engine widgets, flags are irrelevant. This is an optional field.
Keywords: Keywords are related to API integration. This is an optional field
On the left, under "Meeting points", you have all your meeting points, pick-up and drop off settings.
Under "How to get there", define which of the three options mentioned in the beginning you want to use: 1) Meet on location, 2) pick-up only or 3) meet on location or pick-up.
Select "Pick up service" on the left. Here you can add pick-up locations that you will collect people from. To add locations click the blue "Add place" button. You can edit your pick up places list by selecting "View all pick-up places" and create more groups by selecting "Products" > "Pick-up places".
Select "Pick-up config". Here you can find many usefull settings for configuring your pick-ups.
Select, from the drop down menu, whether your pick-up service can always be booked or has a limited amount of available seats.
When does the pick-up start
Select how many minutes before departure does the pick-up start.
Custom pick-up locations
Click on this button (make it green) if you want to allow the customer to enter a custom pick-up location. The customer will then fill out an address to be picked up at.
Click on these buttons (make them green) if you want to 1) show a pick-up message on ticket or 2) show a custom message if the customer does not want pick-up. You can then write your custom message in the window below.
Adding drop off options
Start by selecting "Drop off service" under "Meeting points" from the left side bar. Here you can find many usefull settings for configuring your drop offs.
Offer drop off serviceYou must click on this button (make it green) to enable all drop off settings.
Custom drop off locations
Click on this button (make it green) if you want to allow the customer to enter a custom drop off location. The customer will then fill out an address to be dropped off at.
Use the same places from the pick-up serviceIf you unable this option (by clicking the button and making it gray) you can allow customers to be picked up and dropped off on different locations. To add locations click 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".
More information on pick-up and drop off places
Select how many customers can book each experience.
Free sale (unlimited): Select in the event there is no upper limit on how many passengers can book. In the availability section later, select which days of the week and what date ranges are available.
Limited number: Select in the event you have a maximum capacity for passengers, e.g. max 25 per departure. In the availability section later, select how many passengers you can take per departure, as well as which days of the week and what date ranges are available.
Confirm every booking: Select in the case 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 schedule type you select what kind of scheduling you want to add to your products. We recommend that you select "Fixed Dates" here.
You have two options:
Fixed dates: You select the date range, as well as maximum and minimum limit of passengers if any.
Recurring dates: The activity occurs again periodically or repeatedly over selected dates.
In the event that you selected "Pass" in the "Time, date, or pass" section, you set here 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 he/she feels like it.
Fixed date: Select if the pass is valid till a certain date, e.g. end of the season, 1st October 2018.
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.
Pass capacity: Select how many passes are available for sale. This is all of your passes, e.g. how many passes are available until the end of your season, not per day.
If you select Fixed date, you get the option to set the day the pass expires, e.g. 1st October:
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:
Commission & Rates
Set up your commission groups and rates.
Commission Groups: This is used to define groups you can set your products into, in order 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.
Default rate: Select which rate is the default rate for your product. When you are creating a product for the first time, you will only have standard rate here. If you add more rates to your product later, keep in mind that you can always select another rate here as the default rate. Here are more information on what rates are.
When you save your commission and rates, you'll see a pop-up window, asking if you would like to be redirected to the overview of your activity to add any missing data, or if you wish to continue editing your product. Let's select "Yes, redirect me" to proceed.
Remember you can return to any of the steps at any point.
When you select "Yes, redirect me", you arrive at your activities "Overview" page. On the product overview page, you add pricing categories, availability, departure times, prices and all other details required to set up a fully bookable product. You can always return to this Product settings page and update the basic information by selecting the “Product settings” tab.
There are four things to point out about the Overview page, before we go into each product element. These are things to know about, not anything you have to act upon right now.
At the top right of the page, you have a task list that states what tasks you have to complete to have a fully bookable product.
Below the task list you can see if you have any automated messages connected to your product. Here are more information on automated messages.
Beside the task list, there is a Preview button that you can use to take a look at your product after you publish it.
Lastly, under the "Online Travel Agencies (OTAs)" section, you can see whether your products are connected to your OTA's in the case you set that up.
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 to be displayed in your online booking engine.
The pricing categories are added to the products by selecting the “Add pricing category”.
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 already created in your system that you can use - ”Adults", "Teenagers" and "Children”. These categories can be edited to reflect age range.
You also have 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 click “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 departure is something you would do in the event you have an activity that is not time-sensitive and it is sufficient to know what day the customer is arriving. E.g. in multi-day tours or private tours.
The third task is to add availability
Availability is the maximum 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've selected that option in the "Product settings" tab.
To add availability select the “Availability” tab at the top of the product page.
If you get a screen that looks like a long list, rather that the icons on the picture above, you have set your product on "Recurring Availability". You have two options in this case. Either you can refer to this article for information on recurring availability and come back to the next section in this article. Or you can go back to your "Product settings" page and change in the "Schedule type" to "Fixed Availability" from "recurring availability".
Here we will continue with the UI for "Fixed availability".
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 May - 1st October. To add availability in bulk, select “Actions” and “Set availability for a date range” from the drop-down list. Here is more detailed information on adding availability.
- 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 and add how many seats are available.
The fourth task is to add prices
To add prices to your product, select the “Pricing” tab at the top of the product page.
Then you fill in the prices in the fields on the right side.
In the pricing page, you can add prices to this product for each of your price catalogs (given that you have more than one), and in all currencies you have activated.
On the left side of the page, you will see a red box outlining what prices, which currencies and which price catalogs are missing for this product.
To go to the price catalog where you are missing prices, you can select the red box with its name.
Prices are managed centrally in Bókun, whereas this current 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"
Meeting Point and Pickup settings
The sixth and final thing you have to think about are the pickup and/or meeting point settings. The options appearing on your Overview page depend on what options you've added in the "How to get there?" section.
To add a meeting point, select "Edit" in the "Meet on location: Start points" box:
Add your Meeting start points below. To add more than one location, select "Add start point"
To edit the pickup settings, e.g. select a pickup list, add a line where the customer writes his/her address, and/or where the customer should expect their pickup etc. Select "Edit" in the "Activity Pickup" box.
On the pickup page settings, you have few options to add your pickup and drop off settings
Allotment - use allotment for pick up: This allows you to define an allotment (availability) for your pickup services. This is useful in the event you do not offer pickup for all your departures and/or if your availability for pickup is more limited 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").
In the pickup places list, you can add labels to e.g. all the pickup places in the center of your town. This flag can be added to this field to restrict the available pickup options only to the place with the center 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 for their 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 early before departure the pickup starts. E.g. if your departure time is 09:00, the pickup time might start at 08:30. In that case, add 30 minutes in this field. This information will appear on the ticket that the customer receives by e-mail when booking online.
Show pick up message on ticket: This allows you to show a pickup-related message on the ticket the customer receives when booking. This message depends on departure and is added when you create the departure time as 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 choose to be picked up. This message is the same regardless of departure time and is added in the text field below “Message on ticket when customer does not want pick up”.
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.
Publish your Product
Now your product is ready for sale, the only task remaining is to select the “Publish now” button in the top right of the page. There are several more optional settings, e.g. adding booking questions that your customers have to answer in the booking process, or adding add-ons for upsell. Those options are listed below.
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 a contract with your resellers on the Marketplace.
What we have done so far is to add the items that are mandatory for the product. What follows here are optional items you can add e.g. to up-sell your products, customize rates for your products, add extra information on the ticket for your customers, add auto messages to send to your customer as well as select your sales channels.
Here are a few Product-related next steps:
- Add Extras - Extras are anything you would like to upsell with your product. E.g. Rent hiking boots and ask for shoe size, offer lunch as extra, offer customization options to your customer for a fixed price etc. Extras can also be free and used to allow customer to select between options. E.g. lunch is included, but the customer has to select if they want lunch and if they are vegetarians.
- Booking Questions - Ask your customer for any information you might require from them. For instance, here you can set up a form for a diving tour and ask your customer to add information about PADI licence, former dives, height and weight, etc. By doing this, you'll have all information at hand even before the customer arrives.
Here are a few next steps to find sellers for your products:
- Integrate to OTA's e.g. Viator, Expedia, and GetYourGuide. Bokun has direct integration to the OTA's, simplifying the booking and availability management process for you.
- Connect to local and global sellers on Bokun Marketplace.
- Add online booking engines to your website
You can find further information on the items on the product page from these links: