In Fieldbook, you can specify the official start and end dates of your tour within the itinerary. Days that fall outside of these dates are categorised as Pre-Tour and Post-Tour Days. This article provides an overview of how to manage these days effectively.
Understanding Pre & Post Tour Days
For multi-day tours, the official tour dates might be set for specific days, like 5–12 January. However, the guide may need to arrive a day earlier (e.g., 4 January) or stay an extra day (e.g., 13 January) to prepare or wrap up the tour. These extra days, known as Pre-Tour and Post-Tour Days, aren’t part of the official tour dates but still need to be managed within the itinerary. Fieldbook allows you to include these days while keeping the official tour dates accurate.
How to Add Pre Tour Day
To add a Pre-Tour Day, you first need to set the official tour start date. Here’s how to do it within a departure or package:
Click on the specific day you want to designate as the tour start day.
Underneath the Day Title, tick the “Departure Start” checkbox.
Click Save Changes.
This day will now be marked as the first day of the tour, and any days before it will be identified as Pre-Tour Days. Visually, these days will be greyed out in Fieldbook. In a package, Pre-Tour Days will be labeled as Day -n, where n indicates the number of days before the tour start date.
Adding a Pre Tour Day to a Departure
To add a Pre-Tour Day to a departure effectively, follow these steps to ensure it becomes the new starting day and the trip timeline remains accurate:
Add the Pre-Tour Day: Insert a new day before the current first day of the tour. This will automatically become Day 1.
Set Day 2 as the Departure Start: Go to "Day 2" and mark it as the official start of the departure.
Update the Departure Date: Adjust the departure’s information page to reflect the correct starting date.
How to Add Post Tour Day
Similarly, to add a Post-Tour Day, you need to set the official tour end date. Follow these steps:
Click on the specific day you want to designate as the tour end day.
Underneath the Day Title, tick the “Departure End” checkbox.
Click Save Changes.
This day will now be marked as the last day of the tour, and any days after it will be recognised as Post-Tour Days. These days will also appear greyed out in Fieldbook. In a package, Post-Tour Days will be labeled as Day +n, where n indicates the number of days after the tour end date.
How Pre and Post Tour Days Appear on Tour Documents
Whether Pre and Post Tour Days appear on your tour documents depends on the content added for each specific audience (e.g., guide, passenger, or sales) and the itinerary items linked to those days. This setup allows you to control what information is shown to different audiences, tailoring the tour documents to fit their needs.
For example, if an itinerary item on a Pre-Tour Day is marked to appear on the guide itinerary, then that day will be included in the Guide Documents. However, if there are no itinerary items marked for passengers on that same Pre-Tour Day, the Passenger Itinerary will not display it.
Scheduling a departure
When scheduling a departure, you will select the first day of the official tour. Any Pre-Tour Days will be added before this start date.
For example, if your tour starts on 5 January and includes one Pre-Tour Day, the itinerary will begin on 4 January to accommodate the Pre-Tour Day.
Staff Assignment Considerations
Currently, staff assignments only consider the official tour dates, not Pre or Post-Tour Days. We acknowledge this limitation and are working on enhancing the rostering functionality to address this in future updates.
If you need further assistance, feel free to reach out to us at [email protected]. We're here to help.