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    Tour Inventory

    Setup tour inventory to manage availability and allocation of tickets when using the Tour Desk module in RMS.

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    Setup Tour Inventory

    Tour inventory management is an optional feature available with the Tour Desk module to enable tour availability and ticket allocation for tours in RMS.

    Viewing and managing tour availability, and allocating tickets for specific seats or up to a capacity limit requires tour inventory to be created and assigned to a tour for the space, venue, vehicle, or vessel used for the tour, event, activity, or experience.

    The category class 'Ticketing/Tours' is used to manage inventory of this type and can be setup for use with events, tours, activities, experiences, venue hire, or vehicle hire where individual tickets contribute to a maximum allowable capacity within the overall space.

    This inventory management enables selling tickets to multiple parties for the same tour, activity, event, or experience whilst managing the overall availability in RMS and differs from the 'Facility' category class which can be used for events, room hire, or space hire where the entire space is booked as a whole for a single entity at a time.


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    Examples


    Arena Hire & Concert

    An arena hired out to a tour manager where a third party will be used for the sale and allocation of tickets for the concert or event will be setup in RMS as the 'Facility' category class and can be used with Event Management to handle the hire and booking of the entire arena to one entity.

    A concert or event held at an arena where the ticket sale and allocation is not handled through a third party can be setup in RMS using tour inventory and tours.

    The arena can be setup as tour inventory using the 'Ticketing/Tours' category class and the concert or event can be setup as a tour to manage the availability, sale, and allocation of tickets in RMS.


    Shuttle Bus & Sunset Tour

    A bus used at the property to shuttle guests between different locations or take guests on a sunset tour through the local area can be setup using tour inventory and tours.

    The bus or vehicle used for these tasks can be setup as tour inventory to manage the number of available seats on the vehicle using the 'Ticketing/Tours' category class with the shuttle service and sunset tour setup as tours.

    The shuttle bus tour and sunset tour can both be allocated to the same tour inventory with their own schedules to effectively manage capacity, tickets, and availability for both services.


    Wine & Cheese Tasting

    An intimate wine and cheese tasting experience held in a unique location, like a wine cellar with limited seating, can be setup using tour inventory and tours.

    The wine cellar can be setup as tour inventory using the 'Ticketing/Tours' category class with the seating capacity added and the wine and cheese tasting experience can be setup as a tour allocated to the tour inventory for the wine cellar with it's own schedule to manage the availability and bookings of the experience.


    Guided Walk

    Guided walks where the number of guests allowable is based on a ratio of guests to tour leaders can be setup using tour inventory and tours.

    Tour inventory for the tour leader can be setup using the 'Ticketing/Tours' category class with the maximum number of slots setup as the capacity.

    The guided walk can be setup as a tour and allocated to the tour inventory for the tour leader to effectively manage the availability, sale, and allocation of spots on the tour.



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    Setup Requirements

    The following is required to setup Tour Inventory in RMS:



    Setup Tour Inventory

    Have your System Administrator complete the following.

    1. Go to Setup > Category/Area in the side menu of RMS.
    2. Select the 'Add' icon.
    3. Select the Category Class as 'Ticketing/Tours'.
    4. Enter the Tour Inventory Description as the Category Short Description.
    5. Optional: Enter the Tour Inventory Long Description as the Category Long Description.
    6. Select a General Ledger Account Code.
    7. Select a Booked By option.
    8. Optional: Select the checkbox 'Allow multiple reservations over the same time'.
    9. Optional: Select the checkbox 'Book by Category'.
    10. Save.
    11. Select the Category Access and choose the 'Apply/Exit' icon.
    12. Navigate to the 'Areas' tab.
    13. Select the 'Quick Add' icon.
    14. Enter the Seat Name or Tour Capacity Slot Name as the Area Description.
    15. Save/Exit.


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    Additional Information

    'Area Descriptions' must be unique across all categories in the RMS database.

    'Category' and 'Area' are System Labels that can be customised and may be labelled differently in your setup.


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    Access

    System Administrators will require Security Profile access to 'Category/Area' to complete tour inventory setup.


    Go to Setup > Category/Area in the side menu of RMS.

    Select the  'Add' icon.

    Select the Category Class as 'Ticketing/Tours'.

    Enter the Tour Inventory Description as the Category Short Description.

    Optional: Enter the Tour Inventory Long Description as the Category Long Description.

    Select a General Ledger Account Code.

    Select a Booked By option.

    Optional: Select the checkbox 'Allow multiple reservations over the same time'.

    Optional: Select the checkbox 'Book by Category'.

    Select the  'Save' icon to store the changes made and create the Tour Inventory Category using the details entered.

    Select the Category Access and choose the  'Apply/Exit' icon.

    Navigate to the 'Areas' tab.

    Select the  'Quick Add' icon.

    Enter the Seat Name or Tour Capacity Slot Name as the Area Description.

    Select the  'Save/Exit' icon to store the changes made and return to the Tour Inventory Category.

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    Tip: Select the  'Save/Next' icon to continue creating inventory for this Tour Inventory Category.


    Select the  'Save/Exit' icon to store the changes made and leave the Tour Inventory Category.

    Repeat these steps for all required Tour Inventory.

    The Tour Inventory Category will now be available for allocation to a Tour in RMS.







    Previous: Tour Desk Module Activation
    		 Next: Tour Operator Setup

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