In this article, we will help you understand how to use the Own Arrangements function in the Itinerary Builder.
Own Arrangements are used when your clients have arranged a section of their tour themselves. The function is designed around the fact that you might not necessarily know what your clients will do during this time.
Adding Own Arrangements
Note: in this article, I am going to use two nights in Addo Elephant National Park as an example.
When you get to Tab 2: Accommodation, in the Itinerary Builder, that is where you will find the button to Add Own Arrangements. Input your tour accommodation as usual, until you get to the point in the tour where you need to include the Own Arrangements, then instead of clicking on Add Accommodation, you click on Add Own Arrangements.
In the Own Arrangements section, you can enter the name of the accommodation where the clients will be staying during this time (if you know this - preferable) or you enter the general area where they will be (Durban, Kruger National Park, Okavango Delta, etc). Then fill in the other details, such as Nights.
Note: You can add Own Arrangements at any point of the Itinerary.
When you have entered all of your tour details, click Next Step.
Mapping Own Arrangements
In Tab 3: Route Builder, you will notice that the map does not automatically connect your points as it needs some guidance as to how the Own Arrangements connects with the rest of the tour.
Firstly, choose how the clients will be getting from their previous nights accommodation to their Own Arrangements (Day 5 in this example would be Self Drive and not Scheduled Flight as the system suggests).
Then under Own Arrangements, enter the start (think of this as the drop-off point) and end (think of this as the pick up point) location. The locations you enter here have to be linked to a Wetu point, such as a lodge, National Park, airport, harbour, mall, waterfront, etc because if the point is too random (like a town or city), the routing will be inaccurate.
Note: Even if in Tab 2:Accommodation, you entered Durban as your Own Arrangement location, in the routing you have to pick somewhere specific, such as the airport, for the routing to display correctly.
- You can still load flight/transfer information to the legs before and after own arrangements. Click on the little green square with the + in it to do this.
- You can't select the the mode of transport between the start and end points of Own Arrangements.
- Start and end points can be different destinations, but then you will have a gap in your routing. For example, if your start point (drop-off point) for Own Arrangements is Cape Town International Airport and your end point (pick up point) is Kasane Airport, then the arrangements between the two will not show on the map.
- You can have multiple Own Arrangements per itinerary, even back to back. If this is the case, then it is very important to ensure that your methods of transport between Own Arrangements is correct in order to get the best routing output.
- If you are arranging flights/transfers between Own Arrangements, to get the best routing, it is recommended that you split the arrangements. For example, if you have arranged the flights for clients who are staying in Cape Town, flying to Durban to do their own thing for 3 nights, and then flying to Johannesburg to do their own thing for 2 nights, instead of entering Own Arrangements for 5 nights, split the two and then you can do the routing of the flights between the two destinations.