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Odd group size supplement

TourCMS customers occasionally want to add a supplement on for group sizes that cause them operational issues, for example groups with odd numbers on tours with twin room occupation (the other alternative of course would be to let people know they may share a room with someone from another group unless they buy an optional "Own room supplement").

In this example

This example walks through creating an automatically included, non-removable supplement for when there is an odd number of people on a booking (3, 5, 7, 9...).

1: Creating the option

Head into the "Options" section of TourCMS, key in the name of your option and choose a "Type" - this "Type" allows you to group related options together for reporting and display on the booking engine but otherwise has no effect.

Initial settings

2: Dates & Prices

In "Dates & Prices" for our new we need to create a season for the date band we want "Odd group size supplement" to be available for (or multiple seasons if our prices/costs vary throughout the year). Here we are loading a rate of £50GBP throughout 2009. (We define whether this is a one off £50GBP per Tour or whether it's a nightly fee in "3: Setup & Content" below).

Loading our prices

We only want this item to apply to bookings where there's an odd number of people so once your new season is created click on "Pricing table", set the "Can book?" to "Restricted" for the odd group sizes and "No" for the evens.

Save your changes and then go back into "Pricing table" and it should look like this:

Adjust the pricing table

3: Setup & Descriptions

In "Setup" for this Option, under the "Money" tab tick the box "Price x 1" so that we only charge 1 of these supplements per night (rather than 1 for each person on the booking per night), also set the "Duration rule" to be "Nights", this way however long our Tours are the price we have entered will be multiplied by the number of nights on the Tour. If we instead wanted the price to be £50GBP one off fee regardless of tour duration we could set the "Duration rule" to "Quantity". Further down set "Included with the booking by default" to "Included (no removal)" to force the item on (remember as we set up the price table earlier this will only apply to bookings with an odd number of people).

While in "Setup", under the "General" tab set "Visibility" to "Public" to allow this option to be booked online. Save your changes.

Head to "Descriptions" for the Option and set the "per" field to "Night", this way the price will show as "£50 per night" rather than "£50 per person".

Finally it's just a case of going into the "Tours/Hotels" section of TourCMS and associating the option to any of the tours/hotels it's valid for before trying to make a booking.

Try making a booking

Once complete the new option should look like this when making a booking (for 3 people) via the public facing booking engine (note the item is auto added and cannot be removed).

Odd group size supplement automatically added

Go back and try making a booking with 4 people on, the supplement should not appear:

No supplement for a booking with 4 people on

Further information