A package in Fieldbook serves as a template for your tours, containing all the necessary details, itinerary items, and services that can be reused for multiple departures.
Creating a Package
To create a package:
Go to the Packages section on the left side panel
Click on Create Package.
Fill out the package details:
Package Name: Internal name of the package.
Status: Active or inactive; inactive packages will be hidden.
Package Length: Can be edited at any time.
Min Pax: Minimum number of passengers required.
Max Pax: Maximum number of passengers.
Information: Internal information for organisers.
Package Name for Passengers: Name on guest documents.
Tagline: Short tagline for guest documents.
Description for Passengers: Description for the sales brochure.
Click Create
If I change a package, will the departures using that package be updated too?
No, packages in Fieldbook function like templates. Any changes you make to a package will update the template, so future departures created from that package will use the updated version. However, existing departures that were created before the changes will not be affected; they will continue to use the version of the package they were originally based on. Fieldbook does not automatically push changes from the package to any existing departures.
To understand difference between setting up a Private and Public Tour Package in Fieldbook please refer to: Setting Up Public and Private Tours in Fieldbook
Package Information
The Package Information tab lets you to manage internal and passenger-facing information related to the package.
Office Information
This area is for internal notes only, visible within the Fieldbook app. It’s intended for organisers to capture comments, notes, best practices, and standard operations.
Passenger Information
Here, you can customise what the passenger sees. This includes the package name, a short tagline, a description, and a cover image. These details will be included in passenger and sales documents.
Package Itinerary
The itinerary is the backbone of your tour package, outlining all activities and events. You can customise the view and easily add, edit, or remove days and items.
Itinerary Views
Fieldbook offers multiple views to manage your itinerary, giving you flexibility and control over how you organise and visualise your tour details.
The Calendar View is an interactive calendar that offers drag-and-drop and click-to-create functionalities, making it easy to visualise and build your itinerary, streamlining your workflow.
The Schedule View, on the other hand, presents the itinerary as cards arranged in order, providing a clear, linear overview of the tour. For this article, all steps will be described using the Calendar View.
In both the Calendar and Schedule views, you can toggle between Office, Guide, Passenger, and Sales views.
Office View: Displays all itinerary items.
Guide View: Shows only guide-specific items.
Passenger View: Displays items relevant to passengers.
Sales View: Shows items relevant for sales.
Note: For this article, all steps will be described using the Calendar View.
Itinerary Days
You can add, insert, or remove days at any time:
Add or Insert a Day:
1. Move your cursor to where you want to add or insert a day.
2. A + icon and blue line will appear.
3. Click, and a new day will be added.
Remove a Day:
1. Hover over the day you want to remove.
2. An x icon will appear.
3. Click the x to remove the day.
Note: A warning may appear if adding or removing a day impacts services on future days, ensuring you’re aware of any potential changes before proceeding.
Add & Edit Day Information
To add or edit day-specific descriptions for sales, guide, and passenger document,
click on the day (e.g. Day 1) within the itinerary. A side drawer will appear, allowing you to add or edit content specific to each audience.
Itinerary Items
Once your days are set, you can start adding itinerary items to represent the activities and events for each day.
Create an Itinerary Item
Click on the calendar where you want to add the item.
Fill out the Name, Start Time, and End Time of the item.
Choose whether to show the item on the guide, passenger, and/or sales itinerary.
Adding Itinerary Descriptions
You can add descriptions to an itinerary item. These descriptions will appear on different tour documents:
Sales Descriptions: Appear on Sales Documents.
Passenger Descriptions: Appear on Passenger Documents.
You can select whether a description is the same for both sales and passengers and whether it should be displayed on the guide itinerary by clicking the relevant checkboxes.
Adding Guide Notes
You can also add notes specifically for guides, which will appear on the Guide Itinerary.
Adding Services to an Itinerary Item
Services are the elements you need from suppliers that are linked to itinerary items. These could include reservations for accommodations, tickets for attractions, or any other necessary services.
To add a service to an itinerary item:
Select + Add a new service from the dropdown.
If using an existing supplier and service:
Enter the supplier’s name and select the supplier.
Click the service field and select the required service.
If creating a new supplier and service:
Enter the supplier’s name and click New Supplier.
Fill out the supplier details and click Create.
Enter the service name and click New Service.
Fill out the service details and click Create
Set the Service Quantity
Set the service as either Pre-reserved or On-request.
If Pre-reserved is selected, set the required quantity.
Click Add
Quick Overview of Services in Fieldbook
When creating a service, you’ll need to configure several key details:
Service Type
Service Status: Active or inactive; inactive services can’t be selected.
Service Details: Internal notes only, displayed within Fieldbook.
Service Capacity:
Passengers Per Unit: The maximum number of people a service can accommodate per reservation.
Shared vs. Non-Shared Services: Decide if guests from different bookings can share the service or if they should be kept separate.
Reservation Required: Indicates whether the service must be reserved before arrival.
Quantity Type:
Pre-reserved Service: Quantities are decided and reserved before the tour begins, even before any guests have booked.
On-request Service: Services are reserved based on actual guest requests.
For more information on services, please refer to the following articles:
Package Services
The Services tab displays all the services required for the package, including the quantity of each service and the total number of passengers those quantities can accommodate.
Add a service
While services are usually linked to an itinerary item, in Fieldbook, you can also add standalone services that are not associated with any itinerary item. To add a service, click the “Add Service” button and follow similar steps as you would when adding a service to an itinerary item. You can choose whether to link the service to an itinerary item or leave it unlinked.
To learn more about linking services, please refer to this article.
Filtering services
You can filter services by name or by supplier. To do this, click the filter icon next to the "Add Service" button and apply the desired filters.
Package Options
Package Options allow you to define any preset booking choices that your customers can select. These options can include room preferences, optional extras, and add-ons. By configuring these options, you can better manage the operational impacts of a customer’s selection. For instance, if a customer selects an add-on that requires a reservation, you can create an option here that triggers the necessary booking. Similarly, you can assign passengers to the correct room based on their chosen options.
Mandatory & Add-On Options
There are two types of options:
Mandatory Options: Options that customers must choose (e.g., twin room or single room).
Add-On Options: Optional extras (e.g., optional spa treatment on Day 2).
Using options lets you map choices to multiple services. For example, if a guest selects a single room option, they will be assigned to all single room services for the entire tour.
If you do not offer your customer any booking options, leave the Package Option page blank.
Creating a Mandatory Option
In the package, click the Package Options tab.
Click Add Option and fill out the name and description.
Set the option to Mandatory and specify the number of choices available.
For each choice, fill out the name, set limits if needed, and add services.
Click Save.
Creating an Add-On
In the package, click the Package Options tab.
Click Add Option and fill out the name and description.
Set the option to Add-On and specify the number of choices available.
For each choice, fill out the name, set limits if needed, and add services.
Click Save.
Staff
At the package level, you’re not assigning specific people to a package since it’s just a template. However, you can create Staff Roles that need to be filled when the package is used to schedule a tour departure. Once the package is applied to a departure, you’ll then assign actual Staff Members to these roles.
To add staff to a package:
Within the package, click the Staff tab.
Click Add Staff.
Fill out the Staff Role and Role Description.
Click Save.
Tasks
Tasks allow you to automate the creation of specific to-do items that will be generated every time a tour departure is scheduled. When setting up tasks, you can define their due dates relative to the departure start and end dates, ensuring that they are completed at the appropriate times.
To create a task
Within the package, click the Tasks tab.
Click Add Task.
Fill out the task details, including the Task Name and Description.
Set the Due Date relative to the departure start or end date.
Click Save.
Documents
The Documents tab displays all the relevant documents associated with the package. By default, Fieldbook automatically generates a Guide Itinerary, a Passenger Itinerary, and a Sales Brochure.
If you need further assistance, feel free to reach out to us at [email protected]. We're here to help.