Addendum A: Notes About Notes

Throughout the system, you will find fields that invite input of notes that will ultimately appear on proposals, final itineraries and such. The notes can be edited as you move from part of the system to another, as explained here.

On the Itinerary tab in Package, if you click on the up-arrow icon preceding a Package element, you can review and edit notes. Be aware that any changes made here do not translate backward to the Vendor or the Price/Inventory record. Basically, when you edit the text here you do so just to change what is reflected in the Proposal.

These are the notes that will appear on the various reports that can be generated from this part of the system; Itinerary, Escort Notes, Driver Notes, etc. One last edit can be made as those reports compile and those changes do not affect what appears generically in the Ops record.

You’ll see that as part of the “Escort Notes” each Vendor service will be represented individually; i.e. each on a separate piece of paper. You’ll see also that the Driver’s Notes are included on this document, so that the tour manager is aware of instructions given to the driver.

The “Drivers Notes” report reflects only the notes entered and edited in the “Drivers Notes” fields. The services will list in order, one after the other, with no page breaks between.

The “Group Leader” notes is an exact copy of the Escort Notes (so, including both the notes you have prepared for the escort and for the driver). If you have information of a confidential nature that the Escort but not the Group Leader should see, be sure to prepare and print the (abbreviated) GL report first.

This is from the “Policies” tab in Package. The text originates in the “Policy Text” support file accessible from the Home Dashboard and is loaded by clicking on the blue arrows next to each of the field labels. The text can be edited here, and changes do not flow back to the source. Because of this, it is recommended that the text loaded in the support file cover as many variations of your “terms and conditions” as possible, perhaps with some identifying break marks to separate those that apply for motorcoach tours which might be different from air-inclusive tours which are different again from cruise-tours.

If you have any questions that are not answered here Contact TourTools Support for assistance.