Groups

Updated: August 1, 2024

Tour Groups

After inviting your clients as Travelers, the next step is to set up a Group:

1 - Add Group: Begin by clicking the "Add Group" button. This opens up the Group Creator menu.

2 - Add Details: Provide any of the essential details you'd like your clients to have access to: Group Name, Group Leader from among your Managers, and Description. If you want a special logo for just the group, you can add it here.

3 - Booking Dates: Control the duration during which attached tours and trips will be available to group members. Once the booking period ends, the trips are automatically removed from the travelers' apps. This feature helps you maintain control over the tour details.

Select "No Booking Dates" if you want the group duration to be open-ended. Travelers in the group will remain active until the group (or their membership in the group) is removed.

4 - Save Group: If you're not ready to add travelers immediately, you can press "Save Group." This allows you to add travelers at a later, more convenient time while retaining all the setup you've done. Or press Save and Add Travelers to start assigning. See Travelers to build out this list.

Locking and Unlocking

Central provides you with complete control over when your travelers have access to your trips and tours.

Travel Groups are in Inactive mode by default - this let's you assign trip plans and fine tune before you share with your client travelers.

Here are some important aspects of inactive groups:

• Groups are not automatically unlocked from draft mode. You'll need to manually unlock them before the scheduled trips and tours for the group.

• When trips/tours are shared with group members

  • Members of an inactive group do not see assigned trips/tours.

  • Once group is made active, members will automatically see assigned trips and tours starting in the next 3 weeks.

  • If an active group has trips/tours starting more than 3 weeks from the current date, it will appear automatically once viewed within the 3-week window.

• When Travelers are considered active for billing purposes

  • When you add travelers to an inactive group, they are not considered active for billing purposes on your account. This flexibility allows you to plan without worrying about limits.

  • Once you decide to unlock a group, all members become active immediately, and they remain active until the group reservation ends. This way, you can precisely manage when your travelers engage with your offerings and what you are charged for.

To see how drafts function:

1 - Create a New Group: Create a new group and assign the desired travelers to it.

2 - Save it: Once you save the group it will appear as inactive in the list. Travelers in this group will see it in their app, but cannot yet see any trips or tours assigned to it.

3 - Activate the Group: When ready, unlock the group by selecting the action menu on the right side of the groups table. As a result, travel plans will be automatically sent to the members of the group through their mobile apps.