Click the “+” sign on the top navigation bar to add a tour, spa appointment, taxi, transfer, or even just a reminder to the Planns dashboard.
When you click it, you'll see a dropdown list of the type of activities you can choose from. Those on the top of the list are separate Activity categories with unique setup pages, while those that fall under Tasks have a common setup.
After you select one of the types, you'll be taken to a new screen where you will begin to enter the details of the activity.
On this form is everything you need for making Planns for your guests. We refer to Planns as things like tours, spa dates, taxis, transfers, car rentals, etc.
Access the detail screen by either clicking on the date for an existing activity, or by adding a new tour / activity using the + button.
Here's one that's been completed for a guest tour.
Some information is retrieved from CloudBeds and this cannot be edited here. If something regarding the guest name, stay dates or contact info is incorrect, it must be edited in CloudBeds and then the corrected information will show on this form.
Required fields
Reservation
Activity date
Activity name
Number of guests participating
Status
Recommended fields
These fields should be completed when the information is available, but often, especially if it is just an activity inquiry, a vendor has not been selected so the other details are not confirmed.
Resource (the activity operator, provider, supplier or vendor)
Activity times
Names of guests participating (use the tick boxes to select participants in this activity)
Pickup/dropoff information
If these fields are left unselected, they will appear in red on the Planns screen so it is obvious that additional information is needed. If an activity is created prior to the check-in date or after the check-out date of the selected reservation, a warning will be given.
Standard Info is information that is used every time for this particular activity. For example, what to bring or wear on a particular tour, or what's included with the tour. This information can be entered once on the Resources page and then it will fill automatically anytime that activity is scheduled.
The Guest Info field is for notes that will appear on the itinerary, or on the activity list on the guests’ TV, if your hotel has enabled that option. These should be kept as short as possible.
Activity price. Pricing should be entered and maintained in the Resources matrix. If the price that automatically populates for the activity needs to be adjusted, clicking on “Edit Prices” button will allow them to be overridden for this reservation. Note that this does not change the price for future bookings.