---
title: "How it fits together"
url: https://tourcockpit.com/help/how-it-fits-together
lang: en
description: "TourCockpit runs one tour company's operations. Tours sit in a catalog with no date. A tour placed on a date is a departure, with its own seats, guide and van. Bookings fill a departure, one party each, entered by the office or by an outside desk. The board shows one day, and Financials adds up a week or a month. This page names every piece and how the pieces connect."
---

# How it fits together

TourCockpit runs one tour company's operations. Tours sit in a catalog with no date. A tour placed on a date is a departure, with its own seats, guide and van. Bookings fill a departure, one party each, entered by the office or by an outside desk. The board shows one day, and Financials adds up a week or a month. This page names every piece and how the pieces connect.

## What is TourCockpit made of?

Everything below belongs to one company, except a person, who belongs to companies through a membership in each.

| Piece | Belongs to | What it holds |
| --- | --- | --- |
| Company | nothing | Its clock (time zone), its language, the booking cutoff, the cancellation notice, the default seats and the public phone. |
| Tour | the company | Family, departure end, slot, how it is priced, its fares, adults only, published or archived, its colour, and the desks it is kept for by default. |
| Departure | a tour | Its date, whether it runs or was cancelled, its seats, its start hour, its length, the guide, the CHOFER, the van, a note, its place on the board and its convoy. |
| Booking | a departure | Language, hotel, the desk that sold it, booked or cancelled, the pickup time and where it came from, the payment, the cash to pick up, what it is worth, and notes. |
| Party | a booking | The guest's name, room and phone, the hotel as typed, the adults, children and infants, and a child seat. One party per booking. |
| Guide or CHOFER | the company | Phone and email for the day's board, and the languages they speak. One roster for both positions. |
| Van (FURGO) | the company | Its seats. |
| Operator (a desk, T.O.) | the company | Its commission percentage, a contact email, and whether it is active. |
| Hotel | a pickup zone | Its zone, which it always has, and whether it is active. |
| Pickup zone | the company | Its place in the order the van drives, and whether it is active. |
| Pickup grid | a tour and a zone | The time that tour collects that zone, or no stop. A row for one size of vehicle can answer differently from the standard row. |
| Zone price | a tour and a zone | An adult fare and a child fare from that zone, each optional, when they differ from the tour's own. |
| Vehicle price | a tour, sometimes a zone | For a tour sold by the vehicle: up to this many people, this much. |
| Route stop | a tour | A stop on the tour's route, in order. The API returns them with the tour; no screen shows them. |
| Language | the company | A language a booking can be in and a guide can speak. |
| Child seat | the company | A seat code, what it means, and the order the office chose. |
| Pickup time option | the company | The times the grid and the forms offer. |
| Day off | the company | A guide's name, a date, why (day off, office, vacation or sick) and a reason. No day off recorded means available. |
| Day note | the company | One text for a whole day. |
| Person | nobody | Name, email, language, a phone for alerts, and the alerts they chose. |
| Membership | a person and a company | Their role there, the desk they sign in for when they are a desk member, whether it is active, and whether it is read only. |
| History entry | the company | Who changed what, when, and what it was before and after. |
| Sign-up request | the company | A reseller asking to sell the company's tours: who asked, how to reach them, and whether it is pending, invited or declined. |

## How does each piece point at the others?

- A departure is one tour on one date. A tour is never deleted: one that is no longer sold is archived, and its departures keep it.
- A booking is on one departure and has no date of its own: its date is its departure's date, and moving it to another day means moving it to another departure.
- A booking has one party, one language, which is required, and one hotel, which is always one of the company's hotels.
- A booking may name the operator that sold it. None means it is the office's own booking. It also records the office person who entered it, by their initials.
- A departure may have a guide, a CHOFER and a van, each optional until they are assigned.
- Departures on the same day to the same destination can be linked into a convoy, which travels together. Each keeps its own seats, its own bookings and its own van.
- A departure can be kept for some desks; none named means every desk. A tour holds the default, and each departure copies it when it is placed.
- A guide speaks one or more of the company's languages.
- A hotel is always in one pickup zone.
- A day off is matched to a guide by the guide's name.
- A membership joins a person to a company with a role, and a desk member's membership also names their desk.

Some answers are walks along those links. A booking's guide is its departure's guide. Its pickup zone is its hotel's zone. Its grid time is the grid's time for its departure's tour, its hotel's zone and its departure's size of vehicle. A departure's seats left are its seats minus the heads of its active bookings, and the languages it can take are those its guide speaks, together with the guides of its convoy.

## What values can each piece take?

| What | Values | What they mean |
| --- | --- | --- |
| A tour | Published, Archived | Published is offered on Tour Planning and in every picker, and a new tour is Published. Archived is kept for history and not sold. |
| How a tour is priced | per person, by the vehicle | Per person charges a fare per adult, child and infant. By the vehicle is a private tour: one price for the vehicle, by the size of the party. |
| A tour's slot | morning, afternoon, full day | A morning leaves the afternoon free for the same guide and van, and the other way round. A full day takes them for the day. |
| A tour's family | NORTE, SUR, Medio Día morning and afternoon, Privado, Trekking, Fam trip | Which product it is. Medio Día is a family, never a length. |
| Where a tour leaves from | north, south | Which end of the island it departs from. It is not a pickup zone. |
| A departure's length | LARGO, CORTO | The long or the short route, set on the day. A Medio Día departure never has one. |
| A departure | on the board, cancelled | A cancelled departure leaves the board. Placing the tour on that date again brings it back. |
| A booking | booked, cancelled | A booked booking holds its seats. A cancelled one frees them and can be put back. |
| A payment | CASH, TKT, prepaid, free | CASH: the guide collects part of the value on board. TKT: the guest holds a ticket or voucher. Prepaid: paid through the operator. Free: takes a seat and pays nothing. |
| A pickup time | from the grid, set by hand | A time from the grid follows a change of tour, hotel or departure. A time set by hand never moves on its own. |
| A guide's day | Day off, Office, Vacation, Sick | Each one means the guide is not guiding that day. Available is the absence of all four. |
| A role | Owner, Manager, desk member | The Owner and the Manager are the office. A desk member signs in for an operator. |
| Who booked | the office, a desk | From the office, by either office role, or by the operator's own people. |
| A company | the company, sandbox, demo, archive | A customer's company, a detached copy for testing, one of ours for demonstrations, or a customer's rows moved out of the live company. |
| A sign-up request | pending, invited, declined | Pending waits in the office's inbox. Invited means the office invited the reseller to the portal from it; if the invitation fails to go out, it is pending again. Declined is turned down. A request is decided once. |

## Which facts are copied, so a later change does not move them?

Four facts are copied onto a row when it is written, so changing their source later leaves what was already agreed as it was:

- The pickup time, from the grid onto the booking. A time from the grid follows a change of tour, hotel or departure; a time set by hand never moves.
- What a booking is worth, priced when it is made, and priced again only for a change of party, of hotel, into or out of free, or of tour or date. Editing a tour's fares later moves nothing already booked.
- The desks a departure is kept for, from the tour's default when it is placed, then the day's own. Changing the tour's default later moves no departure already placed.
- The van's seats. A departure takes its van's seat count when the van is assigned, and the company's default when the van is cleared.

The operator's commission percentage is copied onto each booking too, but only for the fee TourCockpit itself charges. The settlement with an operator does not read that copy: it uses the operator's percentage as it stands when the settlement is made.

## What does TourCockpit not have?

- Guest accounts, guests booking for themselves, or online payment. A booking's payment records how the guest paid.
- Accounts for guides and drivers. They receive the day's board on WhatsApp or by email.
- Any role beyond Owner, Manager and desk member.
- A half-day length. Medio Día is a family.
- A list of languages on a tour. A departure runs in what its guide speaks.
- A draft tour. A tour is Published or Archived.
- Seat numbers or a seat map.
- A stored settlement, an invoice to an operator, or a guide's pay.
- A departure that is confirmed or completed, or a booking that is completed. A departure that has run is still a departure on a past date, and a served booking is still booked.
- An answer across companies. Everything is read and written inside one company at a time, and figures are never added up or compared between companies.