Begin in the Resources area
The + button brings up a drop-down to allow the addition of a new resource (also called the operator, supplier or vendor). The resource must be created first and then after that, tours and activities can be assigned to that resource.
What's a Resource?
A resource can be a company, independent contractor, department or facility at your hotel. Other terms you might use are operator, supplier, or vendor.
Select the “+”
Search to be sure the resource doesn't exist already
Add the name of the company or the name of the in-house department
Select the type of activities provided by the resource
Include as much other information as possible in order to assist your Front Desk and Concierge staff down the road.
In-house resources
This can include an in-house tour operator, hotel shuttle, spa, restaurant, or other departments
Indicate whether it is an in-house resource. If it is, then tick “In House Resource”
If there may be sub-vendors, tick “Primary Resource (allows activity to be assigned to sub-vendors)”. This is useful when your in-house operation is technically operating the tour or activity, but you want to track the independent contractors who might be providing the actual service
Activity Types
Select the type (category) of activity that is provided by this resource. You may choose up to 16 different activities.
If your hotel offers in-house services, you have a few options for creating the resources:
Create each department or facility as a resource and assign activity types to each, such as
OurHotel Dive Shop (Tour)
OurHotel Restaurant (Restaurant FOH, Kitchen)
Housekeeping (Housekeeping)
OurHotel Spa (Spa)
OurHotel Shuttle (Arrival, Departure, Shuttle)
Another method, possibly more efficient for small properties, would be to just create one Resource for the hotel, but assign all activity/task types
A combination of above
These are the activity types (categories) of resources
Tours. If a resource (usually a tour operator) only provides tours, and nothing else, you would select only that type.
Arrival. If a resource provides an arrival transfer service. For example, airport pickups.
Departure. If a resource provides pickups at your hotel for transfers when a guest checks out.
Taxi. Normally used when a resource provides paid taxi service other than arrivals/departures. A taxi as a resource, however, might provide all three -- Arrival, Departure and Taxi. In some cases a resource that is primarily a taxi also provides tours.
Shuttle. Another resource designation you can use instead of Taxi, which might be helpful to distinguish in-house or long-haul transportation.
Spa. Use this for both in-house and external spa providers, including independent masseuse.
Concierge. The Concierge operator type is used for recommending and booking things for your guests that don't fall under any other category, such as outside restaurant bookings, event bookings, wedding planning, etc..
Rental. Use the Rental operator type, even if there is no charge, for:
Vehicle rentals (cars, golf carts, scooters, etc.)
Equipment rentals (i.e. kayaks, sailboats, bicycles)
Facility rentals (conference rooms, wedding venue, private pool party, etc.)
Flight. Used when your hotel books flights for guests.
The following activity types are for task assignments.
Housekeeping. For housekeeping-related activities.
Maintenance. Can include facility management, room maintenance and grounds.
Front Desk. Assignments specific to front desk duties, such as guest messages, extra keys, etc.
Reservations. Guest reservation-related activities, such as quotations or payment processing.
Security. Tasks related to security.
Driver. Driver tasks appear on the Tour/Transport Calendar Report.
Kitchen. Tasks such as cake orders, pack lunches, etc. can appear on the Kitchen Report if they are assigned as Kitchen tasks.
FOH. Used for restaurant front-of-house asssignments, related to reservations or special decorations.
Concierge. Tasks specifically designated under Concierge can include follow-up reminders and messages.
Task. This should be used for General Tasks that could apply to many departments, such as Meeting Reminder, Work Area Cleaning, etc. It can also be used to indicate tasks that do not fit any of the other descriptions.
Contact Information
Ensure that you have contact information on each resource. Fields are provided for Phone, Email, Website, and Contact Name.
Notes
General notes about the resource can be included. This may be directions to their facility, special policies, or historical information about them.
Commission
Under Commission, you can specify the commission you receive from a resource such as a tour operator or transfer provider.
Select the commission type (No Commission, Net Rate, Invoiced, Cash, Other)
Select the calculation type (Percent or Fixed Amount)
Select the amount
This is an example of the settings to use when a resource pays a 10% commission.
Cancellation
You can set a resource's cancellation policy and it will appear on the voucher if you choose to print them for your guests. You have the option to use the resource's actual policy, or to use your own policy for this activity.
Cancellation Notes
Here you can describe a resource's cancellation policy. Remember this will appear on the voucher should you choose to print that.
Cancellation Terms
Normally an operator's terms can be described using the information from this table.
Select the time window (More Than or Less Than)
Select the number of hours or days for this constraint
Select the payment policy that relates to this time window (No Charge, Fixed Amount, or Percent)
Type in the amount or percent and your policy will look like this:
5. If the policy is tiered, then you can add one or two extra lines for clarification
Other Info
Planniac also lets you specify:
The resource's tax ID number
Whether the guest must pay direct
Whether the resource only accepts cash
If the resource is no longer in business
If the resource is not a preferred operator
