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Using Fieldbook to manage supplier coordination
Using Fieldbook to manage supplier coordination
Updated over a month ago

Coordinating with suppliers is a critical aspect of delivering seamless tours. Tour operators must manage the coordination of many suppliers to ensure reservations are made accurately, and relevant guest information, such as rooming lists and dietaries, are shared with suppliers before arrival. This workflow can be complex and error-prone, but Fieldbook simplifies it by centralising supplier coordination within your itinerary.

The Solution: Fieldbook

Fieldbook transforms supplier management into an efficient, reliable process. With centralised information and automated workflows, you can focus on delivering exceptional experiences for your guests. When building your itinerary with Fieldbook you can associate each itinerary item with a supplier and service to ensure nothing gets missed when it comes to managing all the required reservations that ensure your trip runs smoothly.

Key Benefits:

  1. Centralised Management: Maintain all itinerary, supplier, and reservation details in one place.

  2. Actionable To-Do Lists: Using Fieldbook’s magic, generate a clear list of required supplier reservations and track its progress.

  3. Reduced Errors: Eliminate the mental load of double-checking for missing or incorrect reservations.

  4. Streamlined Communication: Share updated information with guides and suppliers effortlessly.

  5. Save Time with Templates: Forget manual email prep! Use Fieldbook’s ready-to-go templates, automatically filled with dates, group sizes, and activity details—no screen-hopping required.

One itinerary with all required details

Fieldbook makes it easy to connect suppliers to your itinerary, and manage the end-to-end reservation process. Here’s how it works:

  1. Add Suppliers to Itinerary Items: Link each itinerary activity with the relevant supplier and their service.

  2. Specify Required Services: Define the services needed for each itinerary item.

  3. Collate Supplier Details: Ensure supplier and reservation details are updated and accessible.

Drawing Links Between Itinerary Items and Suppliers

Activities in your itinerary serve as the foundation for supplier requests. For example:

  • A city tour may require a local guide and transportation service.

  • Accommodation requires booking specific room types for the group size.

  • Dinner reservations may need customization for dietary preferences.

The advantage of adding a supplier to an itinerary item is that when you update the item's time, the service time automatically adjusts. This ensures your reservations are always accurate, and that you don’t accidentally miss making or changing a reservation if the itinerary changes.

Sharing Supplier Information with Guides

Accurate supplier and reservation information is vital for guides to deliver an exceptional experience. Fieldbook’s connects itinerary, suppliers and documents together (aka our magic) which means:

  • Supplier details are automatically included in the Guide Itinerary without any manual effort.

  • Any updates to suppliers or arrangements instantly reflect across all documents.

  • Critical supplier-specific details (e.g., special instructions, payment terms) are clearly highlighted for easy reference.

See an example in the Guide Document below:

Getting Started: Sign Up for Fieldbook

Don’t have an account? Meet with our sales team to get started.

Add suppliers to itinerary items

Here’s a step-by-step guide to mapping activities to supplier requests in Fieldbook:

  1. Open your itinerary in Fieldbook.

  2. For each itinerary item, select the associated supplier from your supplier database, or create the supplier directly.

  3. Add the required services for that itinerary item.

  4. To ensure accurate setup of the supplier’s service details, follow these steps:

    1. Determine Reservation Type

    2. Identify Service Type

    3. Specify Service Capacity and Quantities

Fieldbook ensures every activity is accounted for, minimising errors and providing clarity to suppliers and guides.

Create & Tracking Supplier Requests

Now that you have added suppliers to the required itinerary items, here’s a step-by-step guide to mapping activities to supplier requests in Fieldbook:

  1. Use the Services tab to verify all required services have been captured

    • The Services tab collates all the services which you have outlined in the itinerary, it’s a great place to

      1. double check all required services have been captured

      2. use as a to-do list as the status of all service reservations are captured here

  2. Navigate to the Requests tab

    • From the requests tab we can begin to capture supplier reservation information or make the request and capture responses

  3. Make a Request:

    • Generate and send a supplier request directly from Fieldbook, ensuring all details are accurate and complete.

  4. Track Responses:

    • Monitor supplier confirmations and watch the itinerary update accordingly.

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