When you book a tour through an external operator, you can add it to a trip by manually entering the tour details, dates, participant names, pricing, and confirmation number. This ensures all of a client's activities appear in one trip view, even when booked outside the platform. Use this for tours purchased through third-party operators.
Before You Start
Have the tour booking confirmation from the tour operator
Know the tour name, dates, participant names, and pricing
Have a trip created or be ready to create one
Steps
Navigate to the Search Tab in the side bar, then select "External Booking
Select the trip for this booking or create a new one
Choose Tour from the booking type options
Enter tour details:
Tour name
Tour operator/company name (e.g., "Viator", "GetYourGuide", local operator)
Confirmation number
Address (Optional)
Select dates:
Start date and time
End date and time (for multi-day tours)
Add any Tour Notes
Enter pricing details:
Total Price
Taxes & Fees
Commission Rate
Commission Amount
Add the confirmation number from the tour operator
Click Save Tour Details
The tour booking now appears in your trip summary for the trip you selected.
Tips
Enter the exact tour name from your confirmation for easy reference
Include the pickup location in notes if the tour offers hotel pickup
Specify dietary requirements or accessibility needs in the notes field
For multi-day tours, enter the full start and end dates
Tour pricing is often per person -- verify if the quote is per person or for the group
Save the confirmation number for check-in at the tour meeting point
Common Issues
Problem | Solution |
The duration field won't accept fractional hours | Use notes to clarify (e.g., "3.5 hours" in notes if the field only accepts "3") |
Participant names too long | Use initials or abbreviations if necessary; full names in notes |
Total price doesn't match | Enter the exact total from confirmation; the system doesn't auto-calculate |
Tour date conflicts with other bookings | Double-check dates; the system warns but allows overlapping bookings |