Building an Itinerary in Wetu
This article will help you to understand the set up for building a new Personal or Sample Itinerary in Wetu.
In this article:
Think of your Dashboard as your home base. From here you can click on Itinerary Builder to begin building your customised itinerary.
Under Create New Itineraries you can choose Personal or Sample Itinerary. The Personal Itinerary allows you to insert specifics, such as clients names and dates. Sample Itineraries are for more general proposals and so when you create a Sample Itinerary, there will just be no option for personal details.
Note: The first time you open Personal or Sample Itinerary a Tutorial will open up to show you the basics. If you want to come back to the Tutorial there is a link in the bottom right corner of this page.
In this example, we will go through the Personal Itinerary.
Tab 1: Itinerary Details
The Itinerary Details Tab is where you will input your client's basic itinerary details. Your information will vary depending on the package you are offering. The Builder is designed to be able to build itineraries quickly and there is only one mandatory field, Itinerary Name, the rest you can do later if you wish.
In Branding you can choose out of your Identities which company's branding you would like to put on this particular itinerary and in Itinerary Type you can choose they type of tour. The rest of the details, such as Client Name, Price, Room Configuration, etc. can be entered to personalize the itinerary.
Finally, you can choose a Theme for the itinerary (this will affect your Template selection as well).
Note: When you move from Tab to Tab the Itinerary Builder will automatically save your details. For your own peace of mind, there are two save options on the top right of the Itinerary Builder. For example, you might use the save option if you are going to a meeting and have not finished a page.
To continue click on the Tab ( 2. Accommodation) or Next Step.
Tab 2: Accommodation
The Accommodation Tab is where you will select your client's accommodation and add the dates.
Dates: To select a Start Date click on the icon to the right of the date, a calendar will appear, then select your Start Date and repeat for End Date.
To select Accommodation, type in the name of your chosen property - you have to select an option from the Wetu database, this can't be free text. A drop down menu will appear with options to select your property. Be sure to click on the name of the property you want to select. Do not use words like THE as they appear frequently in the system.
If you are unsure of the property you will be using, choose a property or city/town as a place holder and you can come back and change it later.
The IB icon means the property has a paid for Wetu Listing and the % is an automated Wetu Content Rating. A higher rating generally means better, more up-to-date content.
If a property you wish to include in not in Wetu please email firstname.lastname@example.org giving the Name and a website so it can be added.
Basis and nights
The location of the property will automatically be filled into the adjacent box. To change the Basis select from the drop down menu that appears when you click on the Basis arrow. You can do the same for the Drinks.
Next you can choose the number of Nights that the clients will be staying at this particular accommodation. The Check In date will automatically update.
To add a second accommodation simply click on the Add Accommodation button and repeat the same process as above.
Keep adding accommodation until you have the full itinerary all of your nights have been allocated. You will notice that you need to have 0 more nights required and ??/?? nights.
In this tab, you can Add Components, which are a “mini itinerary” that can be pre-made and added to any Itinerary at the click of a button saving your duplication and time. Components can be Multiple Day(e.g. 3 Nights in Cape Town) or Single Day(e.g. Cape Peninsula Day Tour - full day).
To continue click on the next Tab (Route Builder) or Next Step. Again, you cannot move off this page unless the number of nights matches with your dates.
Tab 3: Route Builder
In the Route Builder Tab you will build a Google Map route for your clients.
When you open the Route Builder Tab the default will automatically add your previously selected accommodations from Tab 2. You need to edit the route based on how your client will get to and from each location.
For example, if your client is starting at the airport, change the first destination to the specific airport.
For each section of the itinerary, you can choose the Mode of transport, such as a self drive, transfer, flight, etc. There are more details on how to do this here.
If you select your mode of transport as a Charter Flight or a Transfer, you can further define what kind or Charter Flight or Transfer it is, by clicking on the drop down menu
Note: Before you can select a mode of transportation for your last day's travel you must enter the end point such as Cape Town International Airport. Once this is done you will be able to add additional legs if necessary.
If you have additional legs for a routing between two locations, for example, a transfer then a flight and then another transfer, you can add this detail by clicking on the green + and it will add an additional leg.
Finally, at the bottom of the Route Builder options, you can customize your Directions or Add Car Hire.
To continue click on the next Tab (Planner) or Next Step.
Tab 4: Planner
The Planner Tab is used to fill in day by day trip information like Activities, Day Notes, Day Tours, Meet & Greets and Included / Excluded.
You will see that based on the details you had entered in the Accommodation and Route Builder step, there will be travel arrangements and check in details sequenced when you open Planner tab.
Use the drop down menu to select Activities or Day Tours. If the activity or attraction you are looking for is not listed you can add Free Text to create your own activity option.
Once you have entered your desired activities for the day, you can add additional details about them, such as the Time slot, whether it is Planned, Optional, Recommended and you can choose to Highlight the activity. you can also sequence the details by using the green arrow to drag and drop the various services into the correct order
You can find out more about using and adding Meet and Greets here.
If a Supplier offers activities at their lodge and they have added it to their listing, you will be able to view and include these activities in your itinerary by clicking on Product Activities.
Note: This button will only show if the property has added details about the activities they offer.
Custom Information can now be added into the Wetu system by you, accessed here in the Itinerary Builder and shown in the various outputs. For example, your clients are having dinner at a specific Restaurant, Information can be added regarding the restaurant and included on a specific day on their itinerary. Another example is if you would like to add Information about a guide of a specific tour, you can now also load information about people.
To start off, you need to first add the Custom Content for the Information you want to call in the Itinerary Builder. Once you have done this, in the Planner tab of the Itinerary Builder will be able to call it under Activity and the custom information you added will show in the various outputs.
At the bottom of the Activity selection, you can also choose to add a selection of additional options, each to add more specific and tailor-made details for your clients. You can choose to add Day Room, Day Tour (tour pre-made by another operator), Day Route (details on the route of travel for that day) and/or a Day Component (tour pre-made by yourself).
In the Planner Tab, you can add an additional Destination. For example, if the clients are travelling from Cape Town to Hermanus (their next overnight), but your clients will be spending most their day in Stellenbosch, you can now add Stellenbosch as an additional destination.
Finally, at the bottom of each day, you are able to make Notes which will show on the various outputs for the clients on the day you made the Notes. If there are notes you need to make for yourself, that you do not want the clients to see, you can put these in Consultant Notes. For each day, you can also make a note for the clients of what in Included/Excluded
To continue click on Next Step or click on the next Tab.
Tab 5: Review
The Review Page allows you to see and edit all the work you've done in each of the previous tabs without having to jump between them. This Tab comes in handy when revisiting itineraries as the details begin to firm up.
To see the overview of each section click on the small arrow at the top left corner of each option, the same applies for closing each section.
To continue click on Next Step at or click on the next Tab.
Tab 6: Additional Details
The Additional Details tab is where you add an Overview of the Itinerary and get your various itinerary outputs. You can also add documents that go along with the itinerary - What to Pack, Travel Advice, Country Information etc.
At the bottom of the screen you will find the Outputs section that will give you your various exports - Printable Itinerary, Pricing Sheet. Vouchers - and the links to your web based itineraries. It is these links that you share with the client to enable them to access their Virtual Itinerary.
You have now built a Virtual and Paper Itinerary. You can get back to your Builder Dashboard by clicking on Finish or Save and Exit or the Home breadcrumb.