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The TourTools Support Team
The TourTools Support Team
Dedicated to Responsive Support & Quality Development Every member of our staff has been chosen very carefully. Not only must each staff member possess excellent customer service skills, basic business knowledge, and comprehensive technical knowledge but also some of…
Customize Your TourTools
Chapter 10: Options » Automated Task & Email Module (ATEM) » Customize Your TourTools
TourTools is built to help your tour business succeed. Our aim is to help you save time and money and eliminate repetitive tasks and errors. If you recognize a workflow that will increase your productivity or, if you would like to change or extend the functionality of…
Sending eBlasts in the Tours Module
Chapter 1: Introduction » New Enhanced Email Module » Sending eBlasts in the Tours Module
Creating an eBlast to Tour Vendors and/or Passengers The eBlast process in the Tours Module functions a bit differently than it does in the Client and Vendor Modules. The eBlast button is not on the List View, it’s on the Detail View in Tours. The reason for…
Driver & Staff Room Costs
Chapter 5: Packages » Driver & Staff Room Costs
Figures entered in the Single/Double/Triple/Quad room costs in the Vendor CS record are used first of all to calculate the total Net cost of the Package. The reduced Driver Room cost plays no role whatsoever in what happens at this level. When building your…
Chapter 2: Clients
Chapter 2: Clients
The Client Module – A Powerful CRM The Client module in TourTools stores contact information about your clients. it is a powerful CRM and marketing tool built right into your TourTools Back Office system. In many cases, companies that purchase TourTools Back Office…
Chapter 9: Tasks
Chapter 9: Tasks
The Tasks Module – Streamlined Task Management The Task module is a powerful tool that is integrated with every other module in TourTools. Create task reminders from within Client, Tours, Bookings, Operations – they will all come find you on the Dashboard when the…
Test Mode
Chapter 10: Options » Automated Task & Email Module (ATEM) » User Instructions » Test Mode
Test mode gives you various ways of testing an email Automation without sending it to the intended PAX or to the intended report recipient. It also allows you to create a test Task for a specified staff member. Tests are run for a particular tour, and can be run…
MailChimp Sync
Chapter 10: Options » MailChimp Sync
MailChimp Sync is a pretty straightforward to configure in TourTools; all the essential settings are located in System Settings. But before getting into the TourTools part, some initial work must be accomplished on the MailChimp website. TourTools Features: Here is a…
Overview – Detail View
Chapter 9: Tasks » Overview – Detail View
All primary modules in TourTools have a Detail View. In this view, you can view all of the details related to a particular Task. Feature Buttons List View Use this button to return to the Task List View. Find You can search for one or a group of record(s) by…
Chapter 1: Introduction
Chapter 1: Introduction
Getting Started with TourTools v5 This manual is intended to explain the basic functionality of TourTools™ and the “how to” of specific tasks. Because the software can accommodate diverse business models, the manual should be supplemented by specific notes…
Inventory Control
Chapter 4: Tours » Inventory Control
Managing Inventory – Control at the Tour Level or at the Vendor Level? Control Inventory by Tour & “Max Pax” Setup You’ll probably remember from training discussion about inventory control that is offered in TourTools. As a quick…
Overview – List View
Chapter 9: Tasks » Overview – List View
All primary modules in TourTools have a List View. In this view, you can filter and sort and analyze in numerous ways to get a collective view of data relating to multiple records at once. Clicking on the up-arrow button to the far left of a Task, allows a view of…
Overview – Detail View
Chapter 5: Packages » Overview – Detail View
All primary modules in TourTools have a Detail View. In this view, you can view all of the details related to a particular Package. Feature Buttons List View Use this button to return to the Packages List View. Publish All Click this button to quickly publish…
The Product Library & Contracted Services
Chapter 3: Vendors » The Product Library & Contracted Services
Creating Products and Contracted Services The loading of Products and Contracted Services you have with your Vendors begins here. We begin by adding a Product, which will lead us to the Product Details screen where Contracted Services can be added…
Overview – List View
Chapter 7: Operations » Overview – List View
All primary modules in TourTools have a List View. In this view, you can filter and sort and analyze in numerous ways to get a collective view of data relating to multiple records at once. All List Views in Primary Modules have a QuickFind Filter at the top that…
Overview – List View
Chapter 6: Bookings » Overview – List View
This section of the User Guide is still undergoing updates. Thanks for your patience! All primary modules in TourTools have a List View. In this view, you can filter and sort and analyze in numerous ways to get a collective view of data relating to multiple records at…
FileMaker Pro & TourTools
Chapter 1: Introduction » FileMaker Pro & TourTools
About FileMaker Pro TourTools™ is written in FileMaker Pro®, the number one selling database software, that offers easy organization and sharing of data. You should be aware of two somewhat unique features of FileMaker Pro. Generally speaking, there is no…
Overview – Detail View
Chapter 3: Vendors » Overview – Detail View
All primary modules in TourTools have a Detail View. In this view, you can view all of the details related to a particular Vendor. Feature Buttons List View Use this button to return to the Vendor List View. + Vendor Use this button to add a new Vendor record…
Overview – Detail View
Chapter 2: Clients » Overview – Detail View
All primary modules in TourTools have a Detail View. In this view, you can view all of the details related to a particular Client. Feature Buttons List View Use this button to return to the Client List View. + Client Use this button to add a new Client…
Overview – Detail View
Chapter 6: Bookings » Overview – Detail View
This section of the User Guide is still undergoing updates. Thanks for your patience! All primary modules in TourTools have a Detail View. In this view, you can view all of the details related to a particular Booking. Feature Buttons List View Use this button to…
Overview – Detail View
Chapter 4: Tours » Overview – Detail View
All primary modules in TourTools have a Detail View. In this view, you can view all of the details related to a particular Tour. Feature Buttons List View Use this button to return to the Tours List View. + Tour Use this button to begin the process of adding…
Workstation/Staff Setup
Chapter 1: Introduction » Workstation/Staff Setup
PC|Windows Workstation Setup Please follow these steps to ensure proper setup of workstations that will be accessing the TourTools Back Office system. This document is written for Owners/Managers, working alongside IT personnel if needed, and assumes a certain level…
Business Settings
Chapter 1: Introduction » Business Settings
Clicking on the large Module Navigation button labeled “Settings” at the top right of the screen allows access to various settings for the TourTools system. All can access User Settings; Business and System Settings are available to Owners and Managers only;…
Itinerary Building
Chapter 5: Packages » Itinerary Building
Navigate to the Add Products / Services tab to begin the process of building your itinerary. Building an Itinerary The next order of business is to build an itinerary, using the services that constitute the Package, and there are two ways to do this. The first…
Tour Details
Chapter 10: Options » TourTools Online » Managing TourTools Online in FileMaker » Tour Details
The PAY DEADLINES Tab The Tours module contains a Pay Deadlines tab, where you can manage the deposit dates, deposit amounts, cancellation penalty dates, and cancellation amounts. If the tour is published to TourTools Online, this information is pushed out to your…
Package Pricing & Publishing
Chapter 5: Packages » Package Pricing & Publishing
Navigate to the Pricing tab in the Package being built to begin the pricing and publishing process. By clicking on the Details button on the right-hand side of the screen, you can see the Cost Factor has been populated from the Cost field on the front page of Tours…
Cancelling, Rebooking, Closing Out Tours
Chapter 4: Tours » Cancelling, Rebooking, Closing Out Tours
When you need to cancel a departure and the possibility does not really exist to offer your passengers an alternative, click the “Cancel Tour” button. Doing so will call a script which allows you to cancel all bookings, send cancellation letters, and change the…
Overview – Detail View
Chapter 7: Operations » Overview – Detail View
All primary modules in TourTools have a Detail View. In this view, you can view all of the details related to a particular Operations record. Feature Buttons List View Use this button to return to the Operations List View. A/P List Use this button to jump to the…
Adding a New Group Leader Booking
Chapter 6: Bookings » Adding a New Group Leader Booking
This section of the User Guide is still undergoing updates. Thanks for your patience! Making a Group Leader Booking So far, what we’ve covered is the process for making a reservation for individuals who are booking direct and paying their own expenses. In…
TourTools Website Functionality
Chapter 10: Options » TourTools Online » TourTools Website Functionality
The section of the chapter demonstrates how the TourTools Online (TTO) website looks, feels, and functions as used by travelers and group leaders. TourTools Online is styled to match your website so that users rarely even notice they have moved from your primary domain…
Booking Reports & Docs
Chapter 6: Bookings » Booking Reports & Docs
This section of the User Guide is still undergoing updates. Thanks for your patience! Invoices/Booking Documents Tab This information will be added soon… This information will be added soon… This is the invoice you will send to your group leader.…
Adding a New Booking
Chapter 6: Bookings » Adding a New Booking
This section of the User Guide is still undergoing updates. Thanks for your patience! Making a Booking The booking process usually begins in the Client database, where your first order of business is to find (or create) the Client record to which the booking is to be…
