--- title: "Tour Catalog: define a tour once" url: https://tourcockpit.com/help/tours-catalog lang: en description: "The Tour Catalog is the menu of tour types you offer: each tour defined once, then reused every day it runs. A tour here is the idea of the tour, before any date is attached; putting it on a day happens in Tour Planning and on the board. The catalog belongs to managers." --- # Tour Catalog: define a tour once The Tour Catalog is the menu of tour types you offer: each tour defined once, then reused every day it runs. A tour here is the idea of the tour, before any date is attached; putting it on a day happens in Tour Planning and on the board. The catalog belongs to managers. ## What is the Tour Catalog? One table, one row per tour type: the colour dot and name, its Destination zone, the Pickup zone it serves, the Price, and its Status. The price is the adult fare for a tour sold per person, and for a tour sold by the vehicle the whole list, for example €450.00 up to 5 people, €550.00 up to 8 people, or Priced per vehicle while it has none. Published tours come first and archived tours at the end, each group alphabetical, and an archived tour's name is struck through. Click anywhere on a row to open the tour. The three dots at the end hold the same Edit and Archive, which retires it at once; an archived tour keeps a plain Edit. + Create Tour starts a new one. When a tour is reserved for chosen operators, a quiet line under its name says so. ## What does a tour consist of? - Tour Name and Destination Zone, the two that identify it everywhere: on the board, in planning, in the portal. You write the name and the description once, in your company's language; your own screens always show the name exactly as typed, and resellers read both in their language, translated for you, with your name beside it so they can say the name you know. On an existing tour, the row of languages at the top of the form shows the same fields in any of them, each with your original under it; change one there and save, and your wording is kept for that language only. A field you have worded yourself carries Back to automatic beside it, which hands that language back to the app. - Short description, What is included, What to bring and Meeting instructions: optional, written once like the name, and what a reseller reads on the tour's card to answer a guest. - Pickup Zone, when the tour collects guests from a zone's hotels; the pickup times themselves live on the Reference Data grid. - Time slot: Full day, Morning or Afternoon. A morning and an afternoon tour can share the same guide and van; a full-day tour blocks them for the whole day. - How this tour is sold: Priced per person or Priced per vehicle. Per person is the usual one and what every tour starts as. - Priced per person: Adult price (EUR), a Child price (type 0 if children ride free), and an Infant price that defaults to zero. Infants take a seat, and each person is charged their own fare. - Adults only, for a tour that takes no children and no infants, such as a trekking with a minimum age. A booking that has either is refused wherever it is entered, on the board as on the operator portal, and the child and infant prices are kept but not used. A tour sold by the vehicle can be adults only too. With the box ticked, the child price may be left empty; without it, a per-person tour needs one. - Priced per vehicle, for a private tour: instead of fares you give what the vehicle costs, one line per party size, such as up to 5 people 450 and up to 8 people 550. The party pays that price once, whoever is in it, and every head decides which line applies, children and infants included. A party larger than the last line is refused. A private departure also goes to one group: once it is booked nobody else is added to it, however many seats are left. - Color, Status and a free Description. Languages are not a tour field. The languages a departure accepts come from the guide assigned to that day; with no guide assigned yet, every company language is open. ## What do Published and Archived mean? A tour is Published or Archived, and a new one starts as Published: it is sellable from the moment you save it. Only Published tours appear where days are made: the Tour Planning grid, the board's tour picker, the pickup-times grid. Archived retires a tour: it leaves those places and can no longer be planned, and it keeps its history without deleting anything, so every past booking still has its tour. Set it back to Published on its form to sell it again. ## Where does a tour's colour come from? Every destination zone has a default colour, and by default a tour follows its zone: that is the swatch marked A, Zone default. Pick any other swatch and this tour keeps its own colour instead, on the catalog dot and on its board blocks, so two tours of the same zone can still be told apart at a glance. ## How do I reserve a tour for chosen operators? Pick them under Reserved for operators on the tour. Left empty, it reads All operators and every reseller can book; pick one or more and the tour is theirs alone. For everyone else the tour simply does not exist: not on their portal's day view, not in their calendar counts, nothing to see and nothing named. The office is never restricted, and on the board a reserved day carries a quiet Only chip with the names. The tour's set is a default: each day copies it at the moment the day is planned, and from then on the day owns its own setting. So changing the tour touches only future placements, days already on the board keep their rule, and the board can open or narrow one single day without touching the tour. Reserving is reversible and never disturbs the past: bookings other operators already made stay theirs; they only stop making new ones. ## What happens when I edit a tour later? Identity follows the tour everywhere, immediately: rename it, recolour it, change its zones, and every day of it, past and future, shows the change, because days point at the tour rather than copying it. Prices and the reserved set work the other way: a booking keeps the amount it was sold at, new prices apply to bookings from then on, and a new reserved default applies to days planned from then on. Changing how a tour is sold follows the same rule, so bookings already taken keep what they were quoted. The one guarded change is the Time slot: it re-slots every placed day at once, so if widening it would double-book a guide or van somewhere ahead, the save is refused with the day and tour that clash, and you reassign that day first.