TORS Reservation system: Setup and Usage checklist
Setup: tasks and decisions
Training: Typically one day will cover sales or administrative use,
Pick a "Go live" date - move from training database to live, ensure best available levels of support round this date
Sales (accounting) currency
Should each booking include a base fee e.g. to cover representative fees.
Markup level - global value and/or more flexible (e.g. based on service type, travel dates); Could use a different global markup level for agents.
What minimum level of client information is required (e.g. name, phone and email, or just any one of these)
Deposit amount and full payment date (e.g. 15 weeks before departure)
Use exact selling price, or round it (e.g. to nearest pound, ten pounds, ...)
If selling under different brands, include different document designs, allocate product. If no shared product, reporting etc. then consider using an entirely separate account.
Transaction fees to be applied to some payment methods (e.g. credit cards)
Location loading - define ports and resorts
Contract loading - hotel, hire car, transfer, flight, &...
Description (public and internal) and image loading - optional but good for quotes/itineraries and visible in user interface
Contact methods: phone, emergency phone, email, web form
How to hold client deposit between quote agreed and all services confirmed
Booking terms and conditions
Comply with Data Protection Act (in UK) by register as a data controller or as relevant to you
Typically each tour-operator (and even brand within the operator) prefers
to design distinctive documentation. Default documentation in TORS indicates
a typical layout and shows the data available to be used, but is not
generally intended to be "client ready".
Quotes - consider including resort, hotel & room-type photographs and descriptions, deep-links into your website, nearby events during the travel dates
Invoices - credit card transaction fees, agents
Itinerary - typically more detailed than quote & invoice - timings etc.
Requests - need to be easily understandable by the supplier
Loading special offers - reservation system and website, use reports to help judge effect
Collect and review client feedback
Use reporting to check expected margins reached in each booking
Review any per-hotel margins to improve value or "sellability"
Daily reporting and follow up for missing payments, supplier requests, unanswered quotes, etc.
Check incoming quote levels: do online advertising / natural search updates / website layout changes to help improve
Check quote to booking conversion levels - improve by staff training, better supplier commission levels, improved quote design,
Brochure - both hardcopy and available online
Working with agents
Consider a Travel PR company - for use of Travel related press contacts -notify of special offers.
Credit card processor (internet or terminal) - needs merchant accounts. Also consider: PayPal/Googgle checkout, Stripe.com - ensure compliance with PCI requirements; setup may affect charges/payment holding delay, especially for new startups.