Tours

Tours

Creating Your First Tour

1. Access the Tours Module

   • Log into your TransferVista Admin panel
   • Navigate to Settings > Tours from the left sidebar
   • Click the blue New Tour button in the top-right corner

2. Set Up Basic Information

   Fill in the essential tour details:

   • Title: Give your tour a clear, descriptive name (e.g., “Lasithi Plateau & Cretan Wine & Olive Oil Experience”)
   • Short Description: Write a compelling 1-2 sentence summary that will appear in tour listings
   • Category: Assign a location-based category for organization (e.g., Lasithi, Samaria, Chania)
   • Activity Type: Specify the tour type (Wine experience, Gorge, Adventure, Archaeological, Visit)

3. Create Detailed Description

   Use the rich text editor to craft your full tour description:

   • Write an engaging opening paragraph about the experience
   • Add a Highlights section with bullet points covering key attractions
   • Include specific details about each stop or activity
   • Format with bold text, italics, and lists for readability

   Example Structure:

   Escape the coast and explore the authentic heart of Crete.

   This leisurely excursion combines scenic mountain drives, a mythical cave,
   and local gastronomy for an unforgettable day.

   Highlights

   • Dikteon Cave (Cave of Zeus) – Visit the legendary birthplace of Zeus
     with a short hike to the entrance.

   • Traditional Villages – Wander through stone-paved streets and see
     the famous white-sailed windmills of the Lasithi Plateau.

   • Boutique Winery – Guided tasting of Cretan indigenous grape varieties
     such as Vidiano and Liatiko.

4. Configure Tour Details

   Set the operational parameters:

   • Location: Primary location identifier
   • Departure Location: Where customers will be picked up (e.g., “Heraklion”)
   • Departure Time: Start time in 24-hour format (e.g., 12:00 for noon)
   • Duration: Length in hours
   • Capacity: Maximum participants (shown as “Up to X adult”)

5. Add Images

   • Upload up to 6 high-quality images (8MB max per file)
   • First image becomes the featured tour photo
   • Use landscape-oriented photos showcasing key attractions
   • Click Remove to delete unwanted images

6. Set Pricing

   Configure your pricing structure:

   • Adult pricing (displayed as “from €XX.XX per adult”)
   • Child pricing (displayed as “from €XX.XX per child”)
   • Prices appear with the base rate shown prominently

7. Save Your Tour

   Click the blue Save button in the top-right corner

Embedding Tours on Your Website

TransferVista provides ready-to-use HTML embed codes that display your tours professionally on any website.

Available Embed Options

1. Tours Listing (Full Catalog)

Displays all your tours in a filterable grid layout with sorting and filtering options.

Features:

• Sort functionality (Default, Price, Duration, etc.)
• Location filter dropdown
• Activity type filter
• Category filter
• Responsive card layout with images
• Pricing display
• “Book Now” buttons

2. Tours Slider (Carousel)

Shows tours in an interactive carousel format, ideal for homepage features or promotional sections.

How to Embed Tours on Your Website

1. Access the Embed Codes
   • Log into your TransferVista admin panel
   • Navigate to Settings > Forms & Documents from the left sidebar
   • Click on the Tours tab at the top
   • You’ll see two sections: “Tours Listing” and “Tours Slider”

2. Choose Your Display Style

   • Tours Listing: Shows all tours in a grid with filters - best for dedicated tour pages
   • Tours Slider: Shows tours in a carousel - ideal for homepage features

3. Copy the Embed Code

   • Each section has a dark code box containing ready-to-use HTML
   • Click anywhere in the code box to select all the code
   • Copy the entire code (it’s usually 2 lines)
   • Make sure you copy both lines completely

4. Add to Your Website

   • Open your website editor (WordPress, Wix, Squarespace, HTML, etc.)
   • Navigate to the page where you want tours to appear
   • Paste the code into your page’s HTML section
   • If using a page builder, look for an “HTML” or “Custom Code” block
   • The code works on any website platform - no configuration needed

5. Test the Integration
   • Save and publish your page
   • Visit your website to see your tours displayed
   • Test the booking flow by clicking “Book Now”
   • Try the filters and sorting (for listing view)
   • Check on mobile devices to ensure responsive display

The Booking Experience

Customer Booking Flow

Your customers will experience a seamless 3-step booking process:

Step 1: Select a Tour

• Browse available tours with images and descriptions
• View key details: departure time, location, price
• Read full descriptions and highlights
• Click “Book Now” to proceed

Step 2: Enter Details

• Select booking date from calendar
• Choose number of adults (using +/- buttons)
• Choose number of children (using +/- buttons)
• See price update automatically: “from €XX.XX *”
• Note displays: ”* Booking date and price are subject to availability and may change”
• Click “Continue” to proceed

Step 3: Complete Payment

• Enter customer information
• Process payment
• Receive confirmation

Tour Display Features

Each tour card in the listing shows:

• High-quality featured image
• Tour title
• Short description preview
• Departure location with pin icon
• Departure time with clock icon
• Duration with clock icon
• Capacity indicator
• Pricing (adult and child rates when applicable)
• “Book Now” button

Managing Tour Bookings

Viewing Bookings

Access your bookings through:

• Bookings section in the left sidebar (shows count badge, e.g., “36”)
• View all tour bookings alongside transfer bookings
• Filter and sort booking data

Tour Management

Your tours list displays:

• Title
• Location
• Activity Type
• Category
• Options menu (⋮) for each tour

Quick actions available:

• Edit tour details
• View tour bookings
• Duplicate tour
• Archive/Delete tour

Frequently Asked Questions

Setup & Configuration

Q: How many tours can I create? A: There’s no specific limit shown in the interface. Create as many tours as you need for your business.

Q: Can I customize the appearance of embedded tours? A: The embed codes provide a professional, responsive design that matches modern web standards. For advanced customization, contact TransferVista support.

Q: What file formats are supported for tour images? A: Standard web image formats (JPG, PNG) up to 8MB per file. Use high-resolution landscape photos for best results.

Q: Can I set different prices for different dates? A: The interface shows base pricing. For seasonal or date-specific pricing, check the Price List section under Settings.

Q: How do I handle bookings in different languages? A: The platform includes language support (shown as “EN” selector in top-right). Configure additional languages in Settings.

Booking Management

Q: How do customers pay for tours? A: Payment is processed in Step 3 of the booking flow after customers enter their details.

Q: Can I set capacity limits for tours? A: Yes, configure maximum capacity in the tour settings. The system displays “Up to X adult” on the booking form.

Q: What happens when a tour is fully booked? A: The availability system manages capacity automatically based on your settings.

Q: Can customers book for the same day? A: Yes, as long as the tour hasn’t departed and capacity is available. The booking notes mention availability checks.

Website Integration

Q: Do I need coding skills to embed tours? A: No, simply copy and paste the provided HTML code into your website. The code works on all major website platforms.

Q: Will the embedded tours work on mobile devices? A: Yes, the tours display is fully responsive and optimized for mobile, tablet, and desktop viewing.

Q: Can I embed tours on multiple pages? A: Yes, use the same embed code on as many pages as needed. You can use the listing on one page and the slider on another.

Q: How quickly do tour updates appear on my website? A: Changes made in the admin panel appear immediately on embedded tours. No need to update the embed code.

Advanced Features

Q: Can I offer both shared and private tour options? A: Configure different capacity settings or create separate tour listings for different booking types.

Q: How do I handle special requests or questions from customers? A: Customer communication can be managed through the Customers section and Emails templates.

Q: Can I integrate tours with my existing booking system? A: Check the Integrations section under Settings for available third-party connections.

Q: Are there reporting features for tour performance? A: Yes, access Reports from the left sidebar to view booking data, revenue, and performance metrics.

Best Practices

Tour Descriptions

• Lead with the most exciting aspect of the tour
• Use bullet points for highlights and stops
• Include practical information (what to bring, difficulty level)
• Mention included items (meals, entrance fees, transportation)

Pricing Strategy

• Set competitive but sustainable pricing
• Consider offering child discounts
• Factor in all costs (transportation, guide, entrance fees, meals)
• Review pricing seasonally

Images

• Use professional, well-lit photos
• Show the actual locations and experiences
• Include people enjoying the tour when possible
• Ensure images are optimized for web (not too large)

Customer Experience

• Respond promptly to inquiries
• Keep tour information accurate and up-to-date
• Set realistic expectations about what’s included
• Gather feedback to improve offerings

Getting Help

Access Documentation:

• Click the Docs link in the top navigation bar
• Review Settings > General for account configuration
• Check Settings > Availability for scheduling rules

Support Resources:

• Use the chat widget (blue button) in the bottom-right corner
• Email support through the admin panel
• Access Templates for customizing customer communications

Next Steps

1. Create your first tour following this guide
2. Add high-quality images and detailed descriptions
3. Set appropriate pricing and capacity
4. Embed tours on your website using provided codes
5. Test the complete booking flow
6. Promote your tours through your marketing channels
7. Monitor bookings and adjust offerings based on demand

Your tours are now ready to accept bookings and provide customers with unforgettable experiences!