When entering the service that one room is not having, insert a new configuration by either:

• Clicking the grey New Configuration button at the top of the Service Line Insert selection screen, or:
• Once the service has been selected, click the green New Configuration button at the bottom of the Service Line Details screen.

Once into the New Pax Configuration screen, the new configuration must be set up with the names of the pax who are having the service.

NOTE: In both cases, existing configurations can be viewed.

Setup a configuration during Service Insert

1. Retrieve an existing booking (see Retrieve an Existing Booking).
2. Switch to Itinerary View.

   1. Click the FITs hamburger menu to open it:

      

   2. Click the Itinerary menu option to show the itinerary for this booking:

      

3. Click Insert New Service.

   

4. Either:
   1. Click the grey New Configuration button, if the service is not yet inserted, or

      

   2. Click the green New Configuration button, if the service is already chosen.

      

5. On the New Pax Configuration screen, select the appropriate room configuration and assign pax accordingly.

   

   The example shows a newly created 1 Double / 2 Pax configuration on the right (under Assigned Pax/Room Details), with the existing room configurations on the left (under Pax Not Assigned - meaning pax not assigned to the new configuration).

   NOTE: When the new configuration is for an accommodation service, one of the room types Single, Twin, Double, Triple, Quad or Other must be used. If the configuration is for a non-accommodation service, then Pax Group must be used.

6. Click OK to return to the Service Line Details screen.

   

7. Click Save to keep the changes.

   

8. Click Exit to discard any changes.

   

When Pax are entered at time of booking (single room or multi-room) and not all pax are having all non-accommodation services (e.g. some pax not having a transfer or sightseeing etc.), Tourplan will automatically save the non-accommodation service as a 'Pax Group'.

For example, if the sightseeing/transfer etc. service has been added using the 2 doubles/4 pax configuration, Tourplan will have automatically saved that as a ‘Pax Group’, so click on the Pax tab in the Service Details screen and remove the pax that are not having the service.

If the removal of the pax is more complex than that, a new Pax Group configuration will have to be created with the pax who are having the service placed in it.

NOTE:  

• The room type ‘Other’ must be used for any room type other than Single, Twin, Double, Triple or Quad. This includes Apartments, Dormitories etc.
• If the Product Database has had Room Occupancy Policies completed, then the number of adults, children and infants entered into this screen is what the system uses to validate the policies. If the pax configuration in this screen does not meet the policy criteria from the Product Database, then the room type can not be used.
• Costings for children can be different depending on the number of Adults and Children in the room and what the room type is. FITs will automatically determine the cost depending on this configuration. There are two types of child cost:
  • Child. This where the child is free (or a nominal charge) if sharing the room with adults (and generally using existing bedding). Any charge for a child will have been entered in the Product Database as a ‘Child Supplement’. 2 Adults and 1 Child in a Twin room would trigger this type of charge (hotel policy permitting).
  • Child Share. This is where the child is technically occupying an adult space in the room, and the room cost is shared between the adult and the child. 1 Adult and 1 Child in a Twin room is an example of a Child Share.