This quide will help you get quickly orientated with the GoTour
system. While it is not a complete guide of all the features involved,
it will show you how to set up a basic tour and add reservations.
2: Creating a tour
In order to create a new tour, first click the
button followed by the
button. Now you will see the Filter/Add a member screen. Notice
that this one looks a little different from what you are used
to. This is because you have the ability to build several different
types of tours. Below is the screen you will see:
Figure 2. Filter/Add a Member
As you can see you have the option of building six different
tours: one day retail, one day group, one day school, multi
day retail, multi day group, and multi day school. For this
example, click the the
button. Now you will see the screen where you can create your
tour. Below is an example of that screen.
Figure 3. Tour Creation Screen
As you can see some of the areas have been filled out for an
example. This multi day retail tour will be going to an opera
on a two day event. First you are going to want to name the
tour something that will make it easy for you to search for
it later. For example, Cooperstown Opera. Next fill in the dates
for you tour and other revelent information. Once you have filled
in all the needed information click the button.
Now your new tour is added into the system.
Now you are going to want to add certain attributes to your
new tour, such as vehicles, pickup times and hotels. As you
probably noticed after you clicked the 'Add' button, the tour
screen changed a little. Now there is a drop down menu at the
bottom of the screen containing each date for your tour along
with several more buttons. This is how you are able to work
on different days and add different attributes to each. So,
first make sure the correct date is highlighted in the drop
down box and click the
button. Now you will see a screen similar to this next:
Figure 4. Add Attributes Screen
This drop down menu will allow you to add different attributes
to you tour. In order to access this, simply click the arrow
beside the 'GO' button. This is a list of all possible options
you have available to you at this point for your tour. Note
that you are also able to remove the tour. You can also view
the history of it or simply select it to view without the ability
to make changes. Notice there is a
button. This will allow you to return to the previous screen
First, we will add a vehicle to the tour. In order to do so,
highlight 'Add a Vehicle' and click the
button. Assuming that there is already a vehicle in the system
that we are using, a screen will appear next containing the
tour bus. If this is the vehicle you want to use, adjust the
time to fit your tour and click the
button. Now your vehicle is added to your tour.
If you would like to use another vehicle, you can change the
settings from that screen or use the
button to search for a different vehicle.
Once you have added your vehicle, you will have to click the
button in order to return to the menu where you can add more
attributes to your tour.
Now, we will add some pickups to the tour. GoTour lets you
add as many as you would like. This lets you customize your
tours even more. So, in order to add a pickup up, select the
‘Add Pickup’ from the drop down menu and click the
Once you do this you will then see the following screen:
Figure 5. Pickup Add Screen
Assuming there are already stored pickup places in the database,
button in order to search for the correct pickup you would like
to use. You will have to use the filter menu to search. Once
you have found the correct one, click the 'GO' button next to
it. Now you will see a screen like before only this time your
pickup has been filled in. Make sure you add in the correct
time and then click the
button. As before, you must click the 'BACK' button in order
to return to the menu where you can add more attributes. If
you would like to add another pickup you can repeat the process.
If you do not already have a pickup stored in the database,
you can add it on the spot for your tour. In order to do so,
instead of using the
button to search, simply fill in your information at that screen
and the hit the
Now that you have a vechicle and some pickups, you will need
a hotel for your tour. Use the drop down menu and select 'Add
Hotel'. Again, assuming that a hotel is already stored in the
database, use the
button to search for a hotel. Once you have found it, select
it using the 'GO' button as usual. Again you will be back at
the hotel screen. Make sure you fill in the correct dates and
times and then click the
button. Now you have added a hotel to you tour. Below is an
example of the hotel screen.
Figure 6. Hotel Add Screen
As with the pickup, if you do not have a hotel already stored
in the database, you can fill in the information and add it
on the hotel screen instead of using the 'Find' option.
Since the GoTour system lets you add cancellation protections
to your tour, we might as well do that now. So, at the drop
down menu, highlight 'Add Option' and click the 'GO' button.
Now you will see the following screen.
Figure 7. Option Add Screen
As usual, you can use the 'Find' button to search for protections
already stored in the database. For this example, we are going
to use a cancellation protection of $50.00. Don't forget you
have to click the
button. Now that you have added an option, you can click the
So far, we've added a vechicle, pickups, a hotel, and a cancellation
protection to the tour. Below is an example of the screen you
would see after clicking the 'Back' button.
Figure 8. Attribute Listing Example
Now that friday is taken care of, you need to add attributes
to the other days of the tour. So, click the
button to return to the main tour screen. Now, highlight the
second day of the tour and click the
Now you will see the same screen with the drop down menu, only
now it is blank. This is because this one is for the next day
of the tour. So, now we need to add an attraction. So, highlight
the 'Add Attraction' option and click
button. Now you will see the following screen.
Figure 9. Attraction Add Screen
If there is already an attraction in the database you would
like to use, click the
button in order to search for it. If there isnt already an attraction
stored, you can fill in the information directly on that screen
and then add it. For example, this attraction will be the opera
itself. Once all the information is filled in, click the
button. Now the attraction is added to the tour. Use the
button to return to the attribute listing screen.
Since the tour needs a hotel for the second night as well,
we need to add it again. So, highlight 'Add Hotel' and click
the 'GO' button. Once again, use the
button to search for the Best Western in Cooperstown. Again,
you will need to use the 'Add' button in order to add it to
the tour. Once you have done this, use the 'Back' button to
return to the attribute listing screen again. Assuming there
is nothing else we would like to add to saturday, click the
'Back' button again to return to the main tour screen. It now
looks like the following.
Figure 10. Main Tour Screen
As you can see, this screen looks a little different now. All
the attributes that have been added to the tour are now listed
on the bottom. So, now a tour has been created and modified.
There are several more options you have when creating tours,
but this should give you a quick overview in order to get started
planning your own.
3: Making Reservations
Now that you have a new tour in the system, you will eventually
have to book customers on it. This will give you a quick overview
of how to do that.
To begin, you want to be at the screen containing your tour.
If you are not there now, you will need to search for it. First
make sure you are on the Tours menu, then use the filter option
'Select OPEN Where ID, Description or Destination Match'. Clicking
button will bring you to the search screen. Searching 'cooperstown'
will produce a listing of any open tour that matches. Below
is an example of the search output.
Figure 11. Tour Search Results
Since the tour we just created is the only in the database
associated with Cooperstown, NY it is the only one listed. Use
button to select the tour. Now you will see the following.
Figure 12. Main Tour Screen
Near the bottom of the screen there is a
button. Click this button and now you will see the following
Figure 13. Reservation Add Screen
As you can see, you can fill in the name of a customer directly
on that screen or use the
button next to the customer option to search for a customer
already in the database. For exmple, let's say we want to book
Bill Harnett for this tour. So, using the 'Find' button and
the filter option we search for 'harnett' the following would
be displayed. You can also use the transfer option, but for
the quickstart quide we will use the normal customer find option.
Figure 14. Customer Search Results
As you can see there are two choices, since we want Bill click
the 'GO' button to the left of his name. Now you will see the
reservation sceen again, only this time the name will be filled
in. Now you can set the number of reservation Mr. Harnett needs
along with any other options you might want. Let's set this
reservation to be a double. In this example we won't set any
price adjustments or any other options. Also, we need to set
a pickup for Mr. Harnett. For this example, the Albany pickup
option is checked. The option for the cancellation protection
is also checked. Below is an example of the reservation screen.
Figure 15. Reservations Screen
So, now this tour has one double reservation. You can add other
reservations in the same manner. If you use the
button to return to the main tour information screen, you'll
notice that it has been automatically updated. Below is an example
Figure 16. Updated Tour Screen
As you can see the reserved numbers have been updated along
with the amount sold and the amount due. The total amount of
seat available has also been adjusted appropiatly.
Now that you have a tour and customers booked on it, you are
going to need to print reservation confirmations. The GoTour
system lets you do this rather easily.
To begin, you are going to want to search for the tour you
want. As before, you need to be on the
menu. Now use the default filter option to search for the tour
you want. As before, we would search for the Cooperstown Opera
tour. Remember you have to click the
button to select the tour you want from the search result listing.
Once you at the main tour information screen, use the
button. This will allow you to see a listing of all reservations
associated with that tour. Below is an example listing.
Figure 17. Reservation Listing
As you can see there is only one listing, this is becuase only
Mr. Harnett has been booked for the Opera tour. In order to
select the customer you want click the
button to the left of their name. Now you will see the following.
Figure 18. Reservation Information
As you can see this is all the information related to the reservation
under Bill Harnett. In order to print a confirmation you will
need to click the
button. Now a new screen will pop up containing your confirmation.
Below is an example.
Figure 19. Party Summary Report
As you can see the information for the customer is listed as
well as the basic tour information. Also the pickup is listed
and the cancellation protection. The amount for the tour is
listed as well and the cost of the protection is added in. There
is also a section for the amount of tour that has been paid.
In this case no receipts have been collected against the balance.
There is also a spot for the seat number. Since we did not set
the bus seat this is not listed on this example confirmation.
In order to print your confirmation, use the file menu and select
print. Now you have a copy of the confimation that you can keep
for your own records or give to your customer.