Tours are short-duration activities like scuba dives, wreck dive tours, or reef excursions that typically last a few hours. Whether you're offering guided dives, snorkeling experiences, or specialty tours, proper configuration ensures smooth operations and clear communication with customers.
You can create a course by navigating to Settings > Activity Management > Activities > New Activity > Tour.
Understanding Tour Setup
Creating a successful tour involves careful consideration of multiple elements that work together to create a complete experience for your customers. Let's walk through each component of tour creation to ensure you're maximizing the platform's capabilities.
Basic Information
The first step in creating a tour is providing essential information that helps customers understand and choose your experience. This foundation sets expectations and showcases what makes your tour special.
Tour Title and Description
Your tour's title and description are often the first things potential customers see. Take time to craft these elements thoughtfully:
Create a clear, engaging title (maximum 50 characters) that immediately conveys the type of experience you're offering.
For example, "Morning Reef Discovery Dive" or "Sunset Wreck Adventure" tells customers what to expect.
Use the optional subtitle (maximum 100 characters) to highlight key features or special aspects of your tour. This is your chance to add compelling details like "Perfect for underwater photography" or "Suitable for all certification levels."
Write a comprehensive description (maximum 2000 characters) that paints a complete picture of the experience. Include:
What customers will see and do
Skill level requirements
Expected conditions
Special features or highlights
Equipment provisions
Any prerequisites or restrictions
Managing Tour Capacity
Effective capacity management is crucial for both safety and customer satisfaction. The platform offers sophisticated tools to help you manage bookings across different channels while maintaining appropriate group sizes.
Understanding Capacity Types
The platform uses two types of capacity management to help you coordinate bookings effectively:
Total Capacity
This represents the maximum number of participants you can safely and comfortably accommodate on your tour. When setting total capacity, consider:
Safety requirements and local regulations
Available equipment and resources
Staff-to-customer ratios
Transportation limitations
Comfort and experience quality
Buddy Booking Capacity
This number represents how many spots you want to make available through the Buddy platform. It's particularly useful if you:
Accept bookings through multiple channels
Want to reserve spots for walk-in customers
Need flexibility for special arrangements
Manage group bookings separately
Note that the customers won't be able to overbook however, you can if need be.
Customer Type Configuration
Different customer types help you manage various experience levels and requirements effectively. The platform allows you to:
Define Eligible Customer Types
Select which customer categories can book your tour:
Certified divers at different levels
Discovery divers for try-dives
Snorkelers and observers
Youth participants with specific requirements
Set Type-Specific Limits
For each customer type, you can establish:
Maximum number of participants
Certification requirements
Age restrictions
Supervision ratios
Special requirements or prerequisites
Pricing Structure
Creating an effective pricing structure helps maximize bookings while ensuring profitability. The platform offers flexible pricing options to accommodate different customer types and service levels.
Base Pricing
Set your foundational pricing structure:
Establish rates for each customer type
Configure prices excluding platform fees and taxes
Set different rates based on certification levels
Create pricing tiers for special categories
Add-on Integration
Enhance your basic tour with optional services:
Equipment rental packages
Photography services
Special equipment options
Premium experiences or services
Location and Meeting Instructions
Clear location information and detailed instructions help ensure customers arrive prepared and on time. This section is crucial for smooth tour operations.
Location Setup
Choose and configure your tour's meeting point:
Select from your predefined locations
Provide exact meeting coordinates
Include landmark references
Specify parking information
Detailed Instructions
Help customers prepare for their experience with comprehensive guidance:
Specific arrival time requirements
What to bring and wear
Required documentation
Local considerations
Emergency contact information
Schedule Management
Effective schedule management helps you maximize bookings while maintaining operational efficiency. The platform offers flexible scheduling options to match your business needs.
Schedule Types
One-time Tours
Perfect for special events or seasonal offerings:
Set specific dates and times
Configure unique capacity settings
Establish special pricing if needed
Set appropriate booking deadlines
Recurring Tours
Create regular schedules for ongoing operations:
Daily, weekly, or custom patterns
Multiple time slots per day
Seasonal variations
Holiday adjustments
Time Slot Management
Configure your tour timing effectively:
Set appropriate start times
Define tour duration
Account for preparation time
Consider local conditions
Coordinate with other tours
Use the options available in the Duration section to create availabilities with different durations.
Select time or day range and enter the time slot or number of days for the tour
Create one or multiple time slot per day
Use the options available in the Dates section to create recurring availabilities.
Create a one time activity or recurring every week or biweekly
More details about the scheduling can be found here.
Booking Cut-off Times
Establish booking deadlines that work for your operations:
Standard 24-hour cut-off
Extended deadlines for special tours
Shorter windows for last-minute availability
Custom settings for specific requirements
Visual Presentation
Strong visual content helps sell your tour and set appropriate expectations. The platform allows you to showcase your experience effectively through images.
Image Requirements
Upload high-quality images that represent your tour:
Maximum 10 images per tour
Supported formats: JPG, JPEG, PNG, WEBP
Professional quality photos
Representative of actual experience
Image Selection Guidelines
Choose images that:
Show actual dive sites
Demonstrate typical conditions
Highlight special features
Showcase safety measures
Include equipment when relevant
Frequently Asked Questions
Frequently Asked Questions
Tour Creation and Setup
Q: How detailed should my tour description be?
A: Your tour description should paint a complete picture of the experience while remaining concise and engaging. Include:
A compelling overview of what customers will see and do
Clear skill level requirements and prerequisites
Specific equipment requirements and what's provided
Expected conditions and physical requirements
Duration and timing details
Any special features or unique aspects of your tour This information helps customers make informed decisions and arrives prepared.
Q: How do I create variations of the same tour?
A: Instead of modifying a single tour, create separate tours for different scenarios. This approach gives you more flexibility and clearer analytics. Consider creating distinct tours for:
Different experience levels (beginner vs. advanced)
Various dive sites with unique requirements
Seasonal variations with different conditions
Special equipment or certification needs Each variation can have its own capacity, pricing, and requirements while maintaining consistent branding.
Capacity and Customer Types
Q: How do I determine the optimal capacity for my tour?
A: Setting appropriate capacity requires balancing several factors:
Safety requirements and local regulations
Available equipment and resources
Staff availability and certification requirements
Transportation limitations
Quality of experience considerations Start conservative and adjust based on operational experience. Remember, you can always increase capacity later if demand and resources allow.
Q: What's the difference between total and Buddy booking capacity?
A: Total capacity is your maximum participants, while Buddy booking capacity is how many can book through the platform. This helps manage bookings across different channels.
Note that the customer cannot book if the Buddy capacity is sold out however, you can still take the booking and manage your operations accordingly.
Q: How should I handle mixed-level groups?
A: Mixed-level groups require careful planning. Consider:
Creating flexible customer types that accommodate different levels
Using add-ons to manage equipment or supervision requirements
Setting appropriate pricing tiers for different experience levels
Establishing clear communication about group composition
Ensuring adequate staff for varying supervision needs
Scheduling and Availability
Q: What's the best way to manage seasonal variations?
A: Adapt your tour schedule to seasonal changes by:
Creating specific schedules for high and low seasons
Adjusting capacity based on expected conditions
Modifying pricing to reflect seasonal demand
Updating tour descriptions for seasonal conditions
Setting appropriate booking cut-off times Remember to communicate seasonal changes clearly to customers.
Q: How do I handle weather-dependent tours?
A: For weather-sensitive tours:
Set appropriate booking cut-off times
Include clear weather policies in tour descriptions
Use the booking notes feature for specific conditions
Maintain clear communication channels
Have backup plans or alternative options ready
Pricing and Add-ons
Q: Should I include equipment rental in the base price?
A: The decision to include or separate equipment rental depends on your business model:
Including equipment:
Simplifies the booking process
Appeals to occasional divers
Creates all-inclusive packages
Reduces administrative work
Separate equipment rental:
Provides pricing flexibility
Accommodates equipped divers
Allows for equipment upgrades
Creates additional revenue opportunities
Consider your target market and operational efficiency when making this decision.
Q: How do I price tours competitively?
A: Develop competitive pricing by:
Researching local market rates
Calculating operational costs accurately
Considering seasonal demand
Factoring in unique value propositions
Building in appropriate profit margins
Accounting for platform fees and taxes
Troubleshooting
Q: What should I do if I need to modify a published tour?
A: The approach depends on the type of changes needed:
For tours without bookings:
Make necessary updates directly
Review all affected settings
Verify changes before republishing
For tours with existing bookings:
Create a new tour version if major changes are needed
Communicate changes to booked customers
Manage existing bookings appropriately
Consider offering alternatives if needed
Q: How do I handle special requests or custom tours?
A: For special requests:
Assess feasibility within platform capabilities
Create custom tour variations if needed
Use add-ons for special requirements
Maintain clear communication channels
Document special arrangements properly
Best Practices
Q: What makes a tour listing stand out?
A: Create compelling listings by:
Using clear, engaging titles
Writing detailed, accurate descriptions
Including high-quality images
Highlighting unique features
Clearly stating value propositions
Maintaining up-to-date information Remember to regularly review and update your listings based on customer feedback and operational changes.
Q: How can I improve tour operations efficiency?
A: Optimize your operations by:
Setting appropriate booking cut-off times
Creating clear internal procedures
Maintaining accurate capacity settings
Using customer types effectively
Managing resources efficiently
Regularly reviewing and updating procedures Document successful approaches and continuously refine your processes based on experience.