After setting up your Standard Packages in ACTIVITY ADMIN, you are ready to start using Packages for guest plans.
Select "Package" from the "+" Add Planns menu
Once you are ready to book a package for a guest, you do that from the PLANNS screen by selecting "Package" from the dropdown menu.
Fill out the New Package form
A new view will open where you'll see the information that needs to be entered.
You'll select the guest reservation and date as usual. Then you'll see all the package options that you've set up in ACTIVITY ADMIN, plus an option to build a Custom Package.
Select the package
When you select the package, a new window will appear. Depending on the Package you selected, the window will contain the information that needs to be completed. In this case, the package called "Fall Special" is a Standard Package, so you simply add the dates and times to complete the package booking.
HINT: You can reposition the Package Manager window to see the guest's arrival and departure dates that might otherwise be hidden by the window.
Package types
As in the example above, you can use a Standard Package that you created in Resources. In this case you would simply add the dates and times to complete the package booking. This particular package had been set up in Resources with "Sum of Activities Pricing." Notice how it updates the cost of the package based on the number of people in the room, and the resources selected.
But let's say this guest wanted to go on a different waterfall tour. Easy! You can modify a Standard Package by selecting the package you want to start with, and then adding or removing activities as needed to customize the package for the particular guest.
The price of the package will change accordingly, since this package was set up with "Sum of Activities Pricing."
Any modifications here do not modify the original standard package set up in Activity Admin.
This option to modify a package is not available for a Fixed Price Package.
Alternatively, you can create a new Custom Package for the guest booking. Here you are presented with a blank package form and can add any number and sequence of tours, transfers, activities etc.
You may have also set up a Fixed Price Package. In this case, the individual elements of the package cannot be altered, other than dates and/or resources. Note that if you change the resource for any activity, the price the guest will pay does not change.
Select a status
Before being able to save a Package Plann, you will need to select a status. If you are booking something tentatively based on an inquiry or just for quoting purposes, choose a status that requires followup such as "Awaiting Guest Details" or "Inquiry Only". If the package is booked or confirmed, indicate that status. Then Save, and Close.
Review on Planns dashboard
Now you can review the package on the Planns dashboard. It will appear on the list as separate activities, but they will be marked with PKG.
Two ways to open a package that you've already booked/scheduled for a guest
You can review the package and go straight to the Package Manager by clicking the PKG symbol on the dashboard.
Or you can open the package by opening the usual activity management form by clicking on the activity date or activity description.
When you open any of the individual activities, you'll see the normal Activity Management form. On this form you'll be able to change dates, times, status, number of participants, and add a payment type as usual.
Next to the Activity Date is a blue button that says "View Package." When you click that button, the Package Manager will open for your review and any changes you'd like to make to the package itself.
Remember that if you do make changes, the price of the package may change. Also remember that you cannot substitute activities on Fixed Price Packages.
Package Manager
Changing the number of participants in a package Plann
When the package is being created for the guest booking, every activity will be created with the same number of adults and children participating. After the package has been created, the number of guests on each activity can then be changed, if needed, by opening the individual activity and modifying it. Note that on activities that are based on per-person charges, this will affect the total package price.
Editing package activities
Individual package activities can be edited by clicking on them from the main dashboard. When opening the page for an activity that is part of a package, a View Package button will appear. Clicking this button will bring up a window with the details of the package. Here the dates, times and resources for the individual activities can be edited. Changing the resource will update the total price for the package.
Pricing based on activities
The total package price is calculated on the current pricing for each activity and the number of guests participating. Prices for individual activities can be modified by opening the individual activity page and clicking the Edit Prices button. It is important to note, however, that if the resource is changed, pricing will be recalculated using the current prices for the newly selected resource, so any changes made to the individual activity will be overwritten.
Billing packages
Package items can be billed individually using any of the available payment methods. When using a payment method that sets the payable amount to zero (for example “Included in Package”), the option is given to set the same payment method for all items in the package.
If one or more items in the package have a payment method set, changes can no longer be made to the number of guests, package activities or operators as this can change the overall cost of the package. If any changes are required at this point, all payments must be removed, the changes made, then payments re-applied.
Currently it is not possible to bill the entire package in a single transaction to "Room Charge". This will come later. For now, each individual activity will need to be billed as Room Charge separately or, a single entry can be posted on Cloudbeds (website directly, not through Planniac) and the individual items can be marked as "Room Charge – Manual" or "Included in Package" on Planniac.