When someone makes a reservation at your property and requests a transfer to or from your hotel, Planniac can help you manage that. You will need some knowledge about the various transfer companies, what they offer, their prices, and availability.
Required Steps
You need to take the following steps to add a transfer.
Click the blue plus + button on the PLANNS dashboard
Select Arrival or Departure
A new screen will appear. Select the name of the guest from the Reservation dropdown
Select the Activity Date. Note below these fields you can see the guest's arrival and departure dates for reference
Select the Activity (must be available from the Activity Admin database).
Select the Resource from the list (Some activities are parent/child activities and a popup will appear where you select the resource and the activity together)
Select how many guests will need the transfer.
Select a status. You can use up to twenty different status labels to keep your staff organized.
Remember to click "Save" when you are finished. Or "Discard" if you would like to start over.
Now you can see the activity on your dashboard.
Further Steps
Taking the detail a little further can save you steps in the long run, especially when there is an unfinished plan as the red time "Not Set" indicates in the example above.
So now you can reopen the plan from the dashboard, and then add more details.
Guest Names
Check that you've added all the guest names if you know them. If you add the guest name here, it will also update the record on the Guests screen. The number of tick boxes must correspond with the number of guests on the transfer (above).
Set Times & Details
This section is very important. It will appear on the guest's itinerary and it is information that's good for Reservations, Front Desk or Concierge staff to know so that they can answer questions.
You can type the locations and transport methods directly in to these fields. But you can also create standard items in Settings > Pickup/Dropoff/Event Locations. That will save a little typing effort but more importantly, will ensure consistency in how your staff refers to these locations or transportation methods.
Status & Notes
You can quickly and easily change the status of a transfer. Click on the status field and a dropdown list will appear for you to select from.
And if you have included standard itinerary information when you set up the transfer in the Resources section, that information will appear here, as well as on the guest's personal itinerary.
Guest Info gives you another opportunity to write-in good-to-know information for the guest's itinerary.
Resource details & vouchers
Here, you can review the commission details this particular resource offers, as well as a summary of their cancellation policy. Both of those things would need to be set up in the Resources section
You can also print a voucher/waiver for your guest to sign. This would be customized in the Settings > Templates area on Planniac. The voucher would include details about the guest, date, cost, inclusions, as well as your standard waiver text.
A simple tick box can indicate that the guest signed the waiver and you have it on file.
Cost & Payment
The Cost & Payment section is where you check to be sure the guest is being billed the correct amount. The amount should be correct if you have put the transfer price in the pricing matrix in Resources.
For more details about applying a payment method, please see the Applying Payments section in the Help Center.
Transfer History
Accountability rocks! You can see "who did what" by looking at the History log. This is a specific record of everything that transpired with this particular arrangement. In this case, no one to blame but me if something goes wrong!
Adding other kinds of activities that are not transfers
The process for adding a new activity of a different type is similar to adding a tour. The exact activity types you would choose from include:
Tours
Flight (if you book flights for guests)
Taxi (for non-arrival and non-departure taxi trips)
Shuttle (for non-arrival and non-departure shuttle trips, including your own hotel shuttle if you have one)
Concierge (for things like outside restaurant reservations that you make for your guests or requests for activities that don't fall in the other categories)
Spa (for onsite or offsite spa services including massage)
Rental (for car rentals, boat rentals, golf carts, or onsite equipment/facilities like conference rooms, venues, bicycles, kayaks, etc.)
Adding Tasks is similar but has some different functionality. See the Add a Task section of this guide for step-by-step instructions.