Tour Setting – > Booking
Minimum days for Booking
This pro feature allows you to define the minimum number of days in advance that a customer can book a tour before the departure date. This helps ensure you have enough time to prepare for the tour.
Example: If you set the minimum days to 3, a customer cannot book a tour departing tomorrow (1 day advance) but can book a tour departing in 3 days or later.
Disable Same-day Booking
This option allows you to restrict bookings from happening on the same day. If enabled, customers cannot book a tour for the current date.
- Yes: Disables booking for the same day.
- No: Allows booking for the same day (if minimum days for booking is met)
Enable Traveler Info
Enable this option if you want to collect additional information from travelers during the booking process. This information might include name, date of birth, or any other details relevant to the tour.
However, we have a “Form Builder” in the Settings section which allows customers to input their information if they choose.
Tourfic users can set up which information they want. Click the “Add New” button to get a new field and define the new information.
Users can bring the customer information over here from “Settings” as well.
- Yes: Enables traveler information collection during checkout.
- No: Disabled traveler information collection during checkout.
Booking Type
This crucial setting defines how bookings for the tour will be handled.
Default Booking (WooCommerce)
This is the default option and leverages WooCommerce for a streamlined booking and payment experience.
Note: You’ll need to configure WooCommerce booking and payment methods beforehand.
External Booking
This option lets you effortlessly connect to an external booking system by providing a URL. You can also hide the default booking form and price, and add query attributes to the external booking link.
Customers will be redirected to the external website to complete the booking process.
Booking Without Payment:
This option allows customers to book a tour without requiring any upfront payment. They will only need to provide the necessary booking details.
Taxable
This is a binary switch that determines whether or not tax will be calculated for the specific tour.
- Yes: Selecting “Yes” activates the tax calculation engine for this particular tour. The final price presented to the customer will include the tour price plus any applicable taxes based on your chosen tax class.
- No: Choosing “No” disables tax calculation for this tour. The customer will only see the base price of the tour without any additional tax charges.
Tax Class
This option becomes relevant only when “Taxable” is set to “Yes”. It allows you to assign a specific tax class to the tour.
- Standard Rates: This class typically applies the highest tax rate mandated by your region.
- Reduced Rate Rates: This class applies a lower tax rate than the standard rate.
- Zero Rate Rates: This class indicates that the product or service is exempt from tax altogether.
Besides these options, you can use WooCommerce to set up different tax rates and tax classes if you choose. Please see the WooCommerce Documentation on Taxes to find out how.
Cancellation Condition (Pro)
The Tour Booking section allows you to define cancellation conditions specifically for tour bookings. If someone books a tour and later decides to cancel, these conditions will be applied based on the specified time frame.
When you click Add New Condition, a few options will appear to further customize your policy. Let’s dive into these options:
- Cancellation Type: This setting lets you choose between free and paid cancellations. For example, select Free for cancellations within 10 hours and Paid for cancellations beyond that timeframe, where you might apply a 10% fee.
- Time Before Cancellation: Set the number of days or hours that define when each condition applies.
- Type: Choose Day or Hour as the time unit for the condition, based on the flexibility you want to offer.
For the “Paid” cancellation type, there are a few extra options to help you manage refunds:
- Refund Amount: Enter the amount you’d like to deduct if a user cancels the booking. Suppose in our example case, it will 90 percent.
- Refund Type: Choose the type of refund—either as a “Percentage” of the booking amount or as a “Fixed” amount.
Here’s my backend options for the Cancellation.
How Cancelation Condition Works?
First, you need to set up the cancellation conditions in the backend, as discussed earlier. Once a customer book a service, the time and days will be calculated automatically based on the specified time zone and check-in time.
In the client portal (e.g., yoursite.com/my-account), customers will see an option to “Refund Request”. The system will apply the conditions based on the time period between the booking time and the refund request, ensuring that the most favorable refund condition for the client is applied on that day.
I know this might sound a bit confusing, so let’s break it down step by step for better clarity.
Step 1: Start by specifying the cancellation conditions in Single Tour > Booking > Cancellation Condition. This step ensures the rules are properly set for the system to calculate refunds based on the booking and cancellation timeline.
Here are my cancellation conditions,
Step 2: Now, let’s say a customer books your service for November 27, 2024.
Step 3: In the client portal, customers will see an option called “Refund Request”. When someone clicks on this button, a popup will appear displaying the refundable amount. The refund will be processed and confirmed once the customer clicks the “Refund” button in the popup.
Step 4: Navigate to WooCommerce > Orders, where you’ll find orders with the status “Refund Requested”. You can process the refund for the user directly from this section.
