--- title: "How the work flows" url: https://tourcockpit.com/help/how-the-work-flows lang: en description: "How work moves through TourCockpit, from setting up the catalog to closing the month. Each section is one flow, step by step, with who normally takes each step and what the product checks and writes along the way. The screens, the operator portal and the API all go through the same steps and the same checks." --- # How the work flows How work moves through TourCockpit, from setting up the catalog to closing the month. Each section is one flow, step by step, with who normally takes each step and what the product checks and writes along the way. The screens, the operator portal and the API all go through the same steps and the same checks. ## 1. Setting up the company Done once, then kept up to date on Tours and Reference Data. Everything later reads it. 1. The office adds the tours: family, departure end, slot, how each is priced (per person with its fares, or by the vehicle with its price lines), adults only, and the desks it is kept for by default. A new tour is Published, so it is offered on Tour Planning at once. 2. The office names the pickup zones, in the order the van drives them, and adds the hotels, each in a zone. 3. The office fills the pickup grid: for each tour and zone, a time, no stop, or a different time for one size of vehicle. It sets the zones that cost more, per tour. 4. The office adds the guides with the languages they speak, the vans with their seats, the child seats and the pickup times offered. 5. The office adds the operators, each with its commission percentage. ## 2. Planning the days 1. On Tour Planning, the office taps the cell where a tour meets a day to place a departure there, and taps a planned day to set its mix of vehicle sizes. A tour can also be added to a single day straight on the board. 2. The departure takes its seats from the size planned, its desks from the tour's default, and its slot from the tour. A size planned ahead is a seat count, not a van: the van is chosen later on the board. 3. An archived tour cannot be placed; it is published again first. ## 3. Crewing a departure 1. On the board, the office assigns the guide, a CHOFER when one is needed, and the van. The van's seats become the departure's seats. 2. TourCockpit refuses a guide, CHOFER or van already out in an overlapping slot, a guide who is off that day, one person in both positions, and a guide who does not speak a language already booked on the departure. 3. The office links departures to the same destination on the same day into a convoy, so one guide's languages cover every van in it. 4. On the day, the office sets the length, LARGO or CORTO, and any note for the departure or for the whole day. ## 4. The office takes a booking 1. The office finds a departure the party fits: seats, the language, a stop in the hotel's zone. 2. It enters the party: a hotel from the list (a new hotel is added with its zone first), the language, adults, children and infants, the payment with the cash to pick up on CASH, and notes. 3. TourCockpit checks that the departure is not cancelled, the hotel exists, the payment is complete, the booking is before the cutoff (a booking taken past the cutoff, after a confirmation, records that it was), the party can be priced, a private departure is not already taken, the seats are there, the guide speaks the language, and the cash is within the value. 4. The booking and its party are written. The pickup time comes from the grid unless one was typed, the initials of the person who entered it are stamped, and the change is in the history. ## 5. A desk books its own guests 1. A desk member sees the days with seats and the departures kept for their desk or for nobody, filtered by their guests, language and hotel. 2. They enter the party: a hotel from the list, the language, the counts, the payment with the cash on CASH, and a note for the office. They never set the pickup time. 3. TourCockpit refuses a departure kept for other desks and a third language on a departure, then makes the same checks as for the office. The cutoff does not apply to a desk. 4. The booking is written under the desk, with the pickup time from the grid or left for the office. Office members who chose the alert are told in the inbox and on WhatsApp. ## 6. Changing a booking - Edit. The party, hotel, language, payment or notes. A change of party, of hotel, or into or out of free prices it again; anything else keeps the booked price. - Move. To another departure. Another tour or date prices it again; another van of the same tour that day keeps the price. The target's cutoff is asked, with the office's override. - Cancel. The seats are free at once. Through the portal, a desk's own booking can be cancelled until the cancellation notice ends. - Who is told. A change the office makes to a desk's booking tells that desk. What a desk does to its bookings tells the office members who chose the alert. What the office does itself sends the office nothing, and nobody is told of their own change. - Put back. A cancelled booking can be put back from the Activity Log, while its seats are still free and the departure is still open. ## 7. Changing a departure - Change its tour. Every booking is priced at the new tour and its grid times are answered again. Refused, with nothing changed, when a party cannot be priced or its cash would be more than its new value. - Move it to another day. Every booking on it moves too, and the desks with bookings on it are told. - Cancel it. Only a departure with no active bookings: move or cancel them first. - Reorder. The departures of a day, or the bookings of one departure. ## 8. A guide is off 1. The office marks the guide off for a day: day off, office, vacation or sick. It is refused while the guide is on a departure that day. 2. Guide availability shows who is off and who is free on any day. ## 9. The day goes out 1. The office prints the board, or exports it as a PDF, a spreadsheet or a picture, and downloads it, emails it or sends it on WhatsApp, to office colleagues and to the day's guides and drivers. 2. Every file that went out is kept in the history with who sent it. ## 10. A week or a month closes 1. The office opens Financials for a week or a month: guests, departures, seats, the length counts, what bookings were worth by operator and by payment, and the cash each guide picked up. 2. The office settles with each operator from the settlement for the period. 3. A desk sees what it sold for the company in a period on My sales. ## 11. People join 1. The office invites a colleague on Team. The invitation is a link to choose a password, valid for seven days, with reminders one, four and eleven days after it was sent; after the last one, the person who invited them is told. 2. A desk member invites their own colleagues from the portal. 3. A reseller who is not yet selling asks to on the company's public join page. 4. The office invites the reseller from the request, or declines it. A request is decided once.