When managing tours in Fieldbook, it’s essential to understand the difference between pre-reserved and on-request services. This knowledge will help you ensure that the right resources are available at the right time.
Pre-Reserved and On-Request services
In Fieldbook, you have the flexibility to determine how and when the quantities of services needed for a tour are set:
Pre-Reserved Services: These are services where the quantity required is decided and reserved before the tour begins, even before any guests have booked.
On-Request Services: These services are reserved based on actual guest requests.
Pre-Reserved Services are commonly used for public tours where you need to secure services with limited availability, like hotel rooms, in advance. This ensures that essential resources are locked in before the tour starts. On-Request Services, on the other hand, are only reserved when a guest specifically requests them. This approach is often used for private tours or optional add-ons, where services are provided only if and when needed.
Setting Pre-Reserved Services
In Fieldbook, you can specify the number of services to reserve before the tour begins. The system will provide a clear indication of how well your reserved quantities cover your group size, using a statement like: “X spots pre-reserved for a group of Y passengers and Z staff.” If your reserved spots fully cover the group size, Fieldbook will display a confirmation tick.
Shared vs. Non-Shared Services
Shared Services: For services that can accommodate guests from different bookings, Fieldbook will display a single number of reserved spots (e.g., 10 spots reserved).
Non-Shared Services: For services that keep bookings separate, you might see a range (e.g., 8-10 spots reserved). This range occurs because non-shared services might not always be fully utilised.
Setting On-Request Services
When a service is set to “On-Request,” its quantity remains at zero until a guest requests the service when they book. As guests request the service, the required number of reservations will increase accordingly. Once the service has been requested, you can then proceed to request the necessary reservations from your supplier. By using on-request services, you ensure that you’re only reserving what’s needed, avoiding unnecessary bookings and ensuring that resources are allocated based on actual demand.
In the example above, the quantity is set to 1 and is greyed out, indicating that one person has requested the service.
When to Use On Requested Quantities
A simple way to decide between pre-reserved and on-request services is to consider whether the number of people using a service is known in advance and unlikely to change. If the number is fixed, on-request services are usually the best option. If the number is uncertain or subject to change, pre-reserved services offer the flexibility to adjust as needed.
Public Tours
For public tours, where the group size is often unknown or may vary, services are typically pre-reserved to ensure availability. For example, if you anticipate around 16 guests, you would pre-reserve services based on that estimate. However, optional add-on services are often set as on-request since you won’t know in advance how many guests will choose them.
Private Tours
Private tours offer more flexibility and can use either pre-reserved or on-request quantities. If the group size is known and fixed, on-request services allow you to align reservations directly with what the guests select. On the other hand, if there’s uncertainty or the group size might change, pre-reserved services provide the necessary flexibility to adjust as needed.
Final Thoughts
Choosing between pre-reserved and on-request services is key to managing your tours effectively in Fieldbook. By selecting the right approach, you can ensure that all necessary resources are ready when your guests need them. Whether you’re handling a public tour with varying group sizes or a private tour with specific requests, Fieldbook gives you the flexibility to manage your services efficiently.
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