--- title: "The tour operator portal" url: https://tourcockpit.com/help/operator-portal lang: en description: "As a tour operator you sell seats on the company's tours from your own portal: a calendar that shows where you can sell at a glance, a booking form that takes seconds, and a list of your own bookings in full while other agencies' details stay private. This page walks the whole flow, from signing in to your own bookings." --- # The tour operator portal As a tour operator you sell seats on the company's tours from your own portal: a calendar that shows where you can sell at a glance, a booking form that takes seconds, and a list of your own bookings in full while other agencies' details stay private. This page walks the whole flow, from signing in to your own bookings. ## Signing in: the availability calendar You sign in with your email and password, and land on Availability, the day. A bar at the top names it, Tue 29 Sept, with ‹ and › to step a day back or forward and ? for help, and under it one line: Where you can sell · 3 tours · 11 seats free. Beside the day, on a computer, a month at a glance shows the total seats left on each day across the tours you can book. - A number is the seats you can still sell that day. It turns amber when five or fewer remain. A private tour that someone has already taken adds none of its seats to it, however many are empty: the vehicle goes to that one group. - Full, in red, means there is nothing left to sell that day: every seat is taken, or the only tours running are private ones already booked. - A dash means no tours run that day; there is nothing to book, so the day is not clickable. - The calendar is future-only: past days are greyed out, ‹ is off on today, and you can page ahead up to twelve months. On a phone, the month folds into a strip of the selected day and the six that follow, with the same seat numbers. Tap the date in the bar at the top, from anywhere on the page, and the whole month opens, with Today in it when you are on another day. ? opens what used to sit at the top of the page: the office's number to call or WhatsApp first, then a sentence on what the portal is for, the film that shows how it works, and this help. At the end of the day, one line gives the same number for what a form does not do: Private tour, or a date we don't show? ## Guests at the counter: let the board answer When a family is standing in front of you, say who they are once and the whole screen answers for them. Three controls sit in one row under the date, in view as you scroll the day, until you open a booking form, when they let the form have the screen: Guests, the language and Pickup from. Closed, each says what it holds, 3 guests, Deutsch, Corralejo, so all three fit a phone. - Guests opens a small panel with Adult (12+), Child (3-12) and Infant (under 3), each with a minus and a plus. It starts at two adults the first time you open it, and it reminds you that an infant is free and still takes a seat, so a couple with a baby needs three. - The language is a list of every language you can sell in, starting on Language, which means any. - Pickup from is where they are staying, starting on Pickup, which means any zone. Opening it lists every pickup zone; type in its box to find a hotel, each shown with its zone. The choice then reads Zone: Corralejo or Hotel: Alua Village Esq (Esquinzo/Butihondo). - Clear appears at the end of the row as soon as any of them is set, and empties them all in one tap. The day you are looking at stays. There is nothing to press: the board answers as each control changes. What you asked for travels in the address of the page, so a reload, the back button and a link you send to the next desk all keep it, and it is still set after a booking saves, ready for the family's second tour. With any of them set, the heading over the cards says who they are for, Tours on Tue 29 Sept for 2 adults, 1 child, or Tours on Tue 29 Sept that fit for a language or a place alone, and only the ones that can take them are shown, in the day's usual order. When none can, it says so: No tour with seats fits these guests on this day. Try another day. The rest fold under Show 3 that can't take them, each saying what stands in the way: - This tour is full. No seats left. - 2 seats left, they are 3, when the party is larger than what is free. - Adults only, when the tour takes no children and no infants. - No children on this tour, when the tour has no child price. - Runs in, with the flags of what the day's guide does speak, when the language you asked for is not one of them. - Already runs in, with two flags, when the departure has reached its two languages and a third cannot be added. - Already booked: this vehicle goes to one group, on a private tour somebody has already taken. Its empty seats are not for sale to anyone, the office included, so another departure or another day is the answer. They fold, they are never hidden, and the company's number stays on the card. Three seats when they are four is a call worth making: the office can add a seat, put on a second departure or change the guide, and none of that is yours to do from the portal. With Pickup from set, every card says what happens where they are staying: Pickup 08:45 at Alua Village Esq, or The office will set the pickup time. when the office has not typed that time yet. A tour that does not collect there at all leaves the list, and a line underneath counts them, for example 1 tour doesn't pick up at Alua Village Esq; tap it to see which, each marked Does not pick up at, so you can still call the office about one. With a hotel chosen, + Add booking opens the form with that hotel already in it. A card that can take them shows what the party pays, for example €88.00 for 2 adults, 1 child, before the hotel's zone, worked out from the tour's own prices; the exact total still arrives with the hotel. + Add booking then opens the form with the party and the language already in it, every field still yours to change. The calendar narrows with them. Each day still counts seats, now the seats on the departures that can take these guests, with a line under the month saying so; rest on a day to read how they are spread, for example 2 seats on 1 departure. A day whose tours all run but none can take them goes grey. ## Picking a day: open, full, and what each tour carries Pick a day with seats and its tours appear, one card per tour, under a bar that sums the day, for example 3 tours · 12 seats free. Each card tells you everything you need before you promise a guest anything: - The tour's name, in your own language. The office writes a tour once, in its language, and you read it in yours. Its own name sits in small type underneath when the two differ, so you can use the name the office knows when you phone them. - What the tour is, when the office has written it, is folded under Tour details: its description, What is included, What to bring and Meeting instructions, all in your language too. - The price per person, by age: from €50.00 adult · €25.00 child · infants free. When a tour has no child rate, the child part is simply absent. A private tour is sold by the vehicle instead, and its card lists what the vehicle costs for each party size, for example €450.00 up to 5 people, €550.00 up to 8 people. - Languages: the flags are the languages you can book on that tour that day. Languages: any means the guide sets no restriction. Either way a tour runs in two languages at most: once two are booked on it, by you or anyone else, a guest in a third is refused and the office's number is shown, because only the office can make that exception. - The seats: a badge with 4 seats left, Full, or Taken for a private vehicle already booked. - When it runs, under the tour's name: Morning, Afternoon or Full day, or the hour it leaves when the office has set one, for example 08:00. - Your own bookings on it, one line each, for example Yours: Anna Keller, 2 adults. Open opens your bookings on the day with that one marked, where its Edit and Cancel are. An open tour carries an + Add booking button. Tours nobody can add to any more, full, or a private vehicle another group has taken, fold into one line at the bottom, Full today, with each tour on its own line when you open it, with its time: Full, or Taken for the vehicle. A full tour you have a booking on keeps its card, marked Full (or Taken for your own private vehicle), with your booking on it. With guests set that it cannot take, it folds with the others under Show 3 that can't take them, your booking still on it, and your bookings of the day stay on the line above the tours. When every tour of the day is full, the page says so and suggests another day. The cards come in the order they leave: mornings first, then the full days, then the afternoons. A tour reserved exclusively for another agency is simply not shown, and its seats are not counted in your calendar. If a day only runs tours you cannot sell, that day shows a dash. ## Booking a guest Press + Add booking on an open tour and the form unfolds on the card. Booking takes one pass, top to bottom: 1. Guest name: required. Without it the booking is refused with Guest name is required. It is one of three fields a booking will not save without, together with the hotel and the language. 2. Hotel: required. It opens already holding the hotel named on Pickup from, when one is named there; otherwise start typing and pick from the list. Choosing another hotel on Pickup from while the form is open moves this field with it, and the pickup time and the price follow; a zone, or clearing the filter, only takes away the filter's own hotel and never one you picked yourself. Nothing else you have typed is touched. The hotel is what the pickup time is worked out from, so pick the listed name when it is there. 3. The party: Adult (12+), Child (3-12) and Infant (under 3). Infants ride free but take a seat, so they count against the seats left. The Total updates as you type. 4. Language: required, because the guide has to speak it. The list offers only the languages the tour's guides speak, the same set as the flags on the card, so a language no guide there speaks cannot be booked. A tour that already runs in two languages still lists a third, and saving it is refused: a note opens by the Book button with the two languages and the office's number, and what you typed stays in the form. If your guests need a language that is not offered, call the office. 5. If it helps the office or the guide, add the room, a phone number, a child seat, or press + Add a note for the office and the guide for anything else, for example Front seats please, one guest with reduced mobility. 6. How they pay: Prepaid through the agency, Voucher the guest holds, or Cash on board. Choosing cash reveals one required box, The guide collects on board: type the figure the driver has to collect, which is the part of the price the guest has not already paid you. Nothing works it out for you, and the booking cannot be saved without it. It cannot be more than the booking is worth: a higher figure is refused, with both amounts shown. 7. The button already shows what you are committing to, for example Book · €125.00. Press it and the answer is immediate: Booking added. The booking is confirmed the moment it is added: the seats come off the day's count for everyone, the office is notified, and there is no approval step. If two agencies race for the last seats, the platform lets only one of them through. ## The pickup time is a fact, not a choice You never set a pickup time; only the office knows the routes. On the form, right under the hotel, the Pickup time line states the answer by itself: pick a hotel the office has mapped and it reads Pickup at 08:30, the exact time the booking will be saved with. - While the answer is being looked up, the line briefly reads Checking the pickup time… - If the office has no time for the hotel on that tour yet, it reads The office will set the pickup time. The booking still goes through, and the time appears on it once the office fills it in. - The hotel has to be one on the list. If yours is not there, the form says so under the field, and the booking is not taken until the office adds the hotel: ask them to, then book it. One of your own bookings that already stands on a hotel the office has since retired keeps it: open it, change what you need and save, and nothing asks you to pick another. - If the tour does not collect from that hotel's zone at all, a box opens naming the tour and the zone, for example TREKKING PICO DE LA ZARZA does not collect from Corralejo, and it has to be dismissed before you go on. Opening one of your own bookings that already has that hotel is quiet; the box is for a hotel you pick. The line then reads This tour does not collect from this hotel's zone. The office will arrange the pickup. The hotel stays chosen and the booking still goes through. How the office builds those answers, zone by zone, is its own page: see the related topic below. ## My bookings Above the day's tours, one line says how many of your bookings are on that day: Your bookings on Sat 31 Oct: 1. View opens them in place, Hide folds them again. With none that day the line says so. Each booking is a short card: the tour, the pickup time and the hotel, then the guest with the language flag, the party (2 adults) and how it is paid. See all upcoming opens the full list in the place of the tours: All upcoming, grouped by day, with a switch to the day you picked and to Past for history. ‹ Day view takes you back. - You see your own bookings in full; other agencies' details stay private. Their sales reach you only as seats already taken on the day's count. Your guests are equally invisible to them. - The pickup column shows the time, or Set by office until the office fills it in. You are told the moment it does: the new time lands in your inbox, and on WhatsApp as well while WhatsApp me when the office changes one of my bookings is ticked on your profile. A time the office later changes, or clears, reaches you the same way. - Edit and Cancel are two buttons on each booking. Edit, or a tap on the booking, opens its form in place. Past bookings are kept for reference and are read-only. - Cancel asks once, in place: Cancel the booking for Anna Keller?, with the tour, the day, the party and until when cancelling is free. After Cancel booking the booking leaves the list and a line says it is cancelled, with Undo for about five seconds. Undo inside those seconds brings it back and nothing is sent. When they pass the cancel is sent, the seats go back on sale and the office is told. Leave the screen inside those seconds and the cancel is sent at once; close the browser and it is not. - A seat the office made free carries no payment picker when you open it: where the choice usually is, the form says Free seat, given by the office. Correct the name, the room or anything else as usual; the seat stays free, and only the office can charge for it. - Cancelling is free until the notice your tour company sets, 24 hours before the tour unless it chose longer. The confirmation after you book says until when: Free cancellation until 12 Jun, 08:00. That is the tour company's own clock, not the clock on your desk, so check the hour against theirs if you sell from another country. After that, Cancel is switched off and the booking says when free cancellation ended and to contact the office, with Call and WhatsApp buttons for their numbers. The office can still cancel it for you. Correcting a name or a room is still yours to do. ## My sales My sales, in the menu beside My Team, adds up what your desk sold for this tour company, one month at a time, stepped with Previous and Next: your Bookings, your Guests, and their Booking value, what those bookings are worth. Under that come the same month By payment type, CASH, TKT, PREPAID and Free, and By tour, the tour that sold the most first. It counts your whole desk, whoever of you took each booking, and nothing of any other agency's. A month is the month the tour runs, not the day it was booked, and a cancelled booking is not in it. A booking counts once its tour has run: a tour still to come can still change, so the month fills in day by day, up to today. If you sell for more than one tour company, each shows its own sales, and a desk has no company to switch between: open the other company's own address, its short name in front of tourcockpit.com, and the page reads for that one. ## Selling for more than one tour company Some desks sell for several tour companies. When every account you hold is a selling desk, you are never asked to choose one: you sign in once and the board carries them all at the same time. The header names your desk and how many companies you book with, and the day lists every departure you can sell in departure order, rather than grouped by company. Each card carries a quiet badge with the name of the company whose tour it is. - Who to call sits on the card, not in one band at the top: the phone number and WhatsApp of the company that runs that departure. A merged day has no single office behind it. - The calendar counts the seats free across every company, so a day where one is sold out and another still has room is not painted as full. Under the month, Seats by company splits the selected day, one line each: No tours for a company running nothing that day, Full when their seats are gone, and the number left otherwise. - The filter above the cards starts on All companies. Choose one and the whole screen narrows to it, the cards, the calendar's numbers and your bookings together, so you are never looking at a day that is only half filtered. - Pickup from asks each company by the name of the place. A zone of one company means nothing at another, so the list carries every company's zones and hotels together, one entry per name, and the company that knows that name answers for it exactly as it would on its own board. A company that has no zone or hotel by that name keeps all of its tours on the day and says the office will set the pickup time on each of them, and its days go on counting in the month above, rather than going quiet over a hotel nobody has told it about. - Your bookings bring every company into one list, each one naming the company it belongs to. Changing or cancelling one still happens with the company that runs that tour, and past its free cancellation the booking gives that company's number to call. Booking works exactly as described above, with one difference worth knowing. + Add booking first reads the hotels, the languages and the child seats of the company whose departure you picked, so the lists you choose from are always theirs; the form opens as soon as they arrive. The button you finish on names that company beside the total, and the booking is filed with them, on your desk's account with them. A hotel one company knows is not a hotel another one knows, and the same goes for the languages and the child seats. That is why the lists are never mixed: a guest booked onto a hotel the receiving office has never heard of is a guest waiting on a corner no van will visit. If you sell for one tour company, which is most desks, none of this appears: no badge on the cards, no filter, no split under the month, and the board reads exactly as the rest of this page describes.