Products – Creating and Editing Allotments (Booking Availability)

Allotments Tab

The booking module verifies the availability related to the allotment.

In the allotments tab, you can set the duration of a product in nights and days.

General Section

Duration Days and Duration Nights: The day and night duration for the allotments.

Embark and Disembark Location: Address search box displaying a list of addresses depending on the input.

Sub-Allotment Settings: A sub-allotment can be set in this section. This feature is ideal for tours that start on the same date but offer both a standard and an extended version (for example a 7 day tour and a 14 day tour).

In complex tour operations, it is common to offer multiple tour versions such as a standard 7-day trip and an extended 14-day version that depart on the same date and share the same transport or guide capacity. To manage this without overbooking, operators use a Parent and Sub-Allotment structure.

• Parent Allotment: This is the primary product (usually the shorter or core duration) where the master availability is held. All physical spots are managed at this level.
• Sub-Allotment: This is a secondary product (the extended version) that “mirrors” the availability of the parent. It does not have its own independent inventory.
• Synchronized Deduction: When a booking is made for either the standard or the extended tour, the system automatically deducts the spot from the Parent Allotment.

This hierarchy ensures that tour operators can market multiple product variations across different tour codes while maintaining a single, synchronized availability.

Read more in the article about sub-allotments here.

Has Allotments: Check this if your product has starting dates. 

Show Availability When Booking: Check this if you want to see the availability during the booking process.

Booked Daily or Weekly on Following Days: Check this if your availability is only for certain days of the week; for example, select Fr, Sa, and Su if you intend to set your availability for weekends during the selected period.

Type:

• Rooms: Select this option if your product is a hotel or another type of accommodation.
• Cabins: Select this option if your product is a cruise on a vessel.
• Persons: Select this option if the number of allotments refers to the number of persons.
• Seats: Select this option if your product is a boat or another type of transfer product.
• Number of Allotments: Enter the number of allotments for which you are creating availability.
• Has Occupancy: Check this if persons have to be assigned per room.
• Max Persons, Max Babies, Max Infants, Max Children, Max Seniors: Enter the maximum number of each category you are creating the availability for (the total number of allotments).

! Please be aware that the Number of Allotments is mandatory to be filled with the correct numbers to create availability for your starting dates. If you leave it empty, the availability created will be 0-zero, and in this case, the product will not be available for booking.

Allotments Section – Creating new allotments

If “Has Allotments” is checked, the Allotments section opens below:

Allotment with Days: Mark this radio button if your product allotment is with days (usual case for accommodation).
Allotment with Time Interval: Mark this radio button if your product allotment is with a time interval (usual case for transfers).

Start Date: Set the begin date of the allotments.

End Date: Set the end date of the allotments.

Station: Not Yet Implemented

Start Time: Set the beginning time of the allotments.

End Time: Set the end time of the allotments.

Allow Overbooking: If checked, the booking process will display the product prices even if there is no availability, allowing for overbooking.

Guaranteed Departure Number

The No. for guaranteed departure marks the number of allotments that need to be reached so that the Guaranteed Departure status is set by the system for each allotment (starting date).

Currently, the Guaranteed Departure status is set manually by the operator if the No. for guaranteed departure field value is reached by bookings.

Tour Code

Each starting date must have a tour code, which contains the group code as set in Product Information/Group Code, plus the start date.

Tour Leaders

Tour leaders are the guides responsible for each starting date; therefore, each Group Tour product will have a tour leader linked to each starting date.

A Tour Leader is a person related to a supplier with the Type set to Tour Leader, or a standalone person to be set in the Persons list having Tour Leader Type.

Creating Starting Dates

After filling out the fields, click CREATE STARTING DATES to generate the allotment for the period.

The starting dates are created, and the line becomes visible. Now, for the starting date to be bookable as a period, a Tour Code must be added to the allotment if it hasn’t been defined before creating it. Double click on the allotment line or select the checkbox and click edit from the actions menu in the upper right corner to edit the allotment.

Creating an Availability

To create an availability table, select one or more allotments and click CREATE AVAILABILITY. The availability is created for lines that have a green dot at the end, as you can see in the example below.

The starting dates set in this section may be displayed on the website or certain template documents.

Checking A Product’s Availability

You may always check the availability of a product using the “Check Availability” option from the main left menu. A period of 30 days can be selected using the Begin Date and End Date fields. Further filters are available for Product code, Product name, Tour code and Price Type 2.

In the screenshot below, you can see a product that has 10 rooms available between July 1st and July 18th.

• N – Number of Alloted Units
• F – Free units
• O – Units booked in Offer type deals
• B – Units booked in Booking type deals