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Many times groups will arrive and attend multiple events.
Customizing itineraries in Altru allows us to build the group’s schedule of items.
We’re also able to load tracks for commonly used itineraries.
Recall when you added the reservation you had the option to choose a Quick Itinerary if the group was only going to attend one event.
However, if the group is going to attend multiple events, perhaps events that have been specially created for the group,
we’ll need to either Customize the itinerary or load a Track.
Let’s begin by customizing this itinerary.
If you didn’t choose a Quick Itinerary and Flat Rate Pricing when you added this reservation, you’ll notice that the current balance is $0.
This simply means that in this scenario, 10 visitors are planning to arrive,
but there are no tickets attached to their itinerary yet, hence the $0 balance.
So let’s customize this itinerary to add some tickets to this reservation.
On our itinerary, we can add specific events or load a track.
Tracks are itinerary templates that we can create in our Group Sales Setup.
For example, you may want to have a track of a commonly used type of group sales reservation,
such as school groups that may come every week with the exact same itinerary.
For now, we will schedule a couple of items manually on this reservation.
Let’s add our daily admission as part of our itinerary
we can add resources if necessary, this could be anything from a tour guide to food supplies.
Resources are configured in Group Sales Setup as well.
You can also add resources to the general itinerary.
I’m going to go ahead and set this part of the itinerary to last from 10am to 12pm.
Note that we can ignore conflicts when saving by using this checkbox,
this appears in all the places that you can schedule events.
Let’s click save.
Now you will notice the admission is scheduled on the itinerary for the time specified
The cost will also be updated as well as the pricing structure.
Let’s add another item, this time a scheduled event.
Let’s filter on the specific program around the times of occurrence.
Altru will automatically populate any available events.
Like we saw on the admission item, we can add additional resources if they are not already configured as part of the scheduled program.
I’m going to make this event unavailable to other groups and leave a note on it.
Let’s save this event.
Notice that the price of this reservation has been updated, and the item has been updated.
If desired, we can also create a custom item for unique scenarios where we can specify the time, place, and price.
I’ll add a catered lunch for this group from 12:30 to 1:30pm.
Notice that if a price is to be added to a custom item, a location must be selected.
Let’s choose Brooks Dining Hall and assign a price.
We’ll make the location unavailable again, click save, and go back to our reservation.
Again, the balance has been updated, and the item has been scheduled.
If we need to start over, we can clear this itinerary by clicking the clear itinerary button.
Let’s click on edit itinerary,
here we can also adjust the itinerary to make adjustments, such as changing the number of visitors or adjusting the group type.
Let’s move on to the Schedule Program button.
Here we can add an event under a scheduled program if one was not already setup.
Simply search for and open the appropriate program, and the schedule new event screen will appear.
Next we’re able to copy another itinerary, if you remember that you set up one that was very similar.
Simply search for the reservation and Altru will populate the available itineraries under that reservation.
We can also load tracks
Tracks are itinerary templates that we configure in group sales setup, to load one, simply search for the track saved.
For example, a track could contain a daily admission, an afternoon event, followed by a dinner.
Please remember that applying a track will overwrite any items in the itinerary
Finally, if this itinerary is likely going to be used again, we can choose to save it as a track for the future.
Just give it a name and description, and the track will be available for use on other reservations immediately.
Remember that you may also create multiple itineraries for the same reservation.
For example, a visiting group may desire to divide into smaller groups during their time and have different itineraries.
Now you’re ready to set up your itineraries with your group sales reservation, thanks for watching!