For the office
Reference Data is where a manager keeps the master lists everything else reads: hotels, zones, pickup times, tour operators, drivers, vehicles and child seats. Every dropdown on the board offers exactly what these tabs hold, so keeping them tidy is what keeps the day's screens clean.
One screen, seven tabs, each holding one list. The board never asks you to type a hotel, an operator or a van from memory: its pickers read these lists. Add something here and it is offered everywhere; retire it and it stops being offered while everything already booked keeps it.
Every hotel the office picks up from, with one important column: its Zone. The zone is what lets TourCockpit fill in a booking's pickup time by itself, because each tour keeps one pickup time per zone. The zone dropdown on each row saves the moment you change it.
A hotel without a zone still works, only nothing fills in for it: its bookings arrive with the pickup time empty and the office sets it by hand. Assign the zone once and every future booking from that hotel resolves by itself.
Zones are the stretches of coast the van drives through, kept in the order it actually drives them. Pickup times is the grid with one row per published tour and one column per zone: where each tour collects, and when. A blank cell is an answer, not a gap: that tour does not stop there.
That is deliberately the short version. How the grid resolves onto bookings, what the office can override, and what changing the grid later does are all on their own page: Zones, hotels and pickup times, linked below.
The tour operators and agencies whose bookings the office enters: the names behind the board's T.O. picker. Add a new reseller the moment they phone; retire one that stops sending guests.
Signed in as the Owner, this tab also carries each operator's commercial terms in a Commission column. That column belongs to the Owner alone: no other role sees it, on any screen.
A name, a phone number, and at least one spoken language. The name is what appears as the GUIA on the board's tour blocks, and the phone is how the office reaches the guide on the road.
The languages under Speaks are required, and they are load-bearing: the board warns when a tour has passengers in a language its guide does not speak, and the operator portal limits which languages can be booked, all read from this list. The roster is one roster: the same person guides one day and drives the next, so everyone on it has languages on file.
The vehicle's name is the FURGO label on the board, and its Seats number is what that van can carry. Assign a vehicle to a tour and the tour's capacity becomes that vehicle's seats: bookings stop being accepted when the van is full, and the board warns in red if a day is over.
Each option is a short Code the way the office writes it (S1, E1, S1+E1) plus a description of what it actually means, required in every language the app speaks. The arrows set the order the booking pickers offer them in.
The description travels because the code alone means nothing to anyone untrained on the sheet, and it reaches the customer: it shows in the booking pickers, as the legend on the printed manifest, and inside outgoing messages, always in the reader's own language. An Italian operator reading S1+E1 gets the Italian sentence; the Spanish driver holding the manifest gets the Spanish one.
Every tab works the same way: Retire, never delete. A retired hotel, operator, driver, vehicle, zone or child seat drops out of the pickers immediately, but stays exactly as it was on every past booking and printed manifest. History is never rewritten.