To access the new Publishing 2 field, double click a booking, and switch to the Notes tab.

It also means that if you’ve previously been using the Private Quick Notes field to store additional Publishing text, you can make the switch and free up the Private Notes for features like the Supplier Auto Confirmation.

To amend your custom reports or sign up to the Supplier Auto Confirmation feature, please contact our Support team.

The post New Publishing Note appeared first on Tourwriter Knowledge Base.

• The Collaboration options, what this looks like, and what it includes
• The different ways to share your itinerary with your client

At the top right of your cover photo, you will find the options to

• Invite Collaborators
• Send to Clients

Invite Collaborators

Collaboration is the perfect tool to allow cooperation between yourselves and tour operators, large groups, or even clients. You will be able to get opinions with polls or an idea board and provide access to edit the itinerary.

To invite a Collaborator, enter their email address, a custom message, and click ‘Send Email’.
Note: The Collaborator feature is available as an add on to the Travefy integration. Contact support@tourwriter.com if you are interested in using this advantageous addition.

The collaborator will receive an email invite:

This email notifies the Collaborator that they have been invited to collaborate on the Itinerary. They will be provided with the above link “Join [Agent Name] on Tourwriter” which links to a page where they will be required to create a login id in order to collaborate (only requires Name, Email Address and Password).

Your Custom Message appears below the trip name. Your company name, title, contact number and website are also listed in this email.

Collaborators can:

• Edit all aspects of bookings
• Add New Events
• Get involved in Discussions
• Add and vote on Ideas + Polls

Collaborators cannot:

• Update your trip details eg. Publish / Unpublish, change trip name change trip start date, change price etc
• Invite/Manage other collaborators
• Share itinerary as an Email
• Access your Content Library

Once Collaborators have accepted the invite, the Invite Collaborators button will change to Manage Collaborators in the Agent’s account. You can invite more Collaborators, and manage the existing Collaborators by removing their editing rights.

Send to Clients

The Send This Itinerary pop-up allows you to share a view-only version of the Itinerary with your client. The pop-up provides four options to do this:

1. Link – This version allows you to preview what the Itinerary will look like, just click the Preview button and the Itinerary will open in another internet browser tab. To copy the link, click the Copy to Clipboard button. Next open the place in which you would like to copy the link to (eg. an email), and simply paste the link (Ctrl + V, or right-click > Paste). Clients who receive this link will be able to view the Itinerary online. If any updates are made to the Itinerary, the Itinerary will be updated and the link will stay the same.
2. Email – This version sends a richly-formatted, mobile-friendly email to your client, including your company logo at the top and an itinerary image. Just add in the client name, client email and a quick custom message. Within the email, your client will also receive a link to download the Trip Plans mobile app.
   Use this option to send the Mobile App links.
3. PDF – This version allows you to generate a PDF and then download a copy. You are provided with two options: Condensed and Expanded. The difference is that Expanded PDFs will show one day only per page, while Condensed PDFs will put more than one day per page, if it can fit. PDFs are the best option to use when printing the itinerary.
4. Calendar – Sync your itinerary with a native calendar app on an iOS device, Mac or PC.

The post Travefy Itinerary Sharing Options appeared first on Tourwriter Knowledge Base.

• How Collaboration works
• What Collaborators can access within an itinerary

The below information is about the Collaboration feature. This feature is available as an add on to the Travefy integration. Please review the information below and you can find additional information about Travefy here. The next step would be to contact support@tourwriter.com if you are interested in using this advantageous addition.

Collaboration is the perfect tool to allow cooperation between yourselves and tour operators, large groups, or even clients. You will be able to get opinions with polls or an idea board and provide access to edit the itinerary.

Receiving Collaboration Email Invite

The Collaborator will receive an email invite from the Agent:

This email notifies the Collaborator that they have been invited to collaborate on the Itinerary. They will be provided with the above link “Join [Agent Name] on Tourwriter” which links to a page where they will be required to create a login id (only requires Name, Email Address and Password) in order to collaborate.

Your Custom Message appears below the trip name. Your company name, title, contact number and website are also listed in this email.

Collaborators can:

• Edit all aspects of bookings
• Add New Events
• Get involved in Discussions
• Add Ideas + Polls

Collaborators cannot:

• Edit the overall itinerary eg. Publish / Unpublish, change trip name change trip start date, change price etc
• Set Pricing Options for the Itinerary
• Invite/Manage other collaborators
• Share itinerary as an Email
• Access Content Library

Homepage

• Trips – This view shows all of the Itineraries that you have been invited to collaborate on. From here you can view the trips and also create your own trip.
• Profile – Edit your display name and email address, and add a photo.
• Password – Change your password.
• Notifications – Choose which notifications you would like to receive via email.
• Get Help – Open an email to support@tourwriter.com to ask any questions.

Itinerary Page

Like the Agent, Collaborators can see an Itinerary Page. This gives them ability to edit the Itinerary, create Polls and have Discussions. For more information on how these different areas work, please refer to the Agent’s portion of the manual:

Day Edit
Editing Bookings
Discussion
Ideas + Polls

Share/Download

The Send This itinerary pop-up allows you to share a view-only version of the Itinerary. The pop-up gives you three options to do this:

1. Link – This version allows you to preview what the Itinerary will look like, just click the Preview button and the Itinerary will open in another internet browser tab. To copy the link, which you can copy straight into an email, click the Copy to Clipboard button. Next open the applicable email, and simply paste the link. Clients who receives this link will be able to view the Itinerary online. If any updates are made to the Itinerary, it will update the link as well.
2. PDF – This version allows you to generate a PDF and then download a copy. You are provided with two options: Condensed and Expanded. The difference is that Expanded PDFs will show one day only per page, while Condensed PDFs will put more than one day per page, if it can fit. PDFs are the best option to use when printing the itinerary.
3. Calendar – Sync your Itinerary with a native calendar app on an iOS device, Mac or PC.

The post Travefy Collaboration appeared first on Tourwriter Knowledge Base.

Online Itinerary View

A Client can only view an Itinerary when they have been provided with a link. They do not have any options to make edits, which means that they also cannot see your Home Page or Edit Itinerary screen, only the Itinerary itself:

If the Agent has set the Itinerary to Unpublished, the client will see a message saying that the Agent is working on the Itinerary, and provides the Agent’s email address and phone number as contact details.

In this web based view (not on the Mobile App), the client does not have a way to message the Agent directly from the Itinerary. Instead, they would have to send their own separate email.

The post Travefy Client appeared first on Tourwriter Knowledge Base.

The post Introduction to Publishing appeared first on Tourwriter Knowledge Base.

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Free Trial Database – Standard Itinerary Template 1
Free Trial Database – Standard Itinerary Template 2
Free Trial Database – Standard Itinerary Template 3
Free Trial Database – Standard Itinerary Template 4
Free Trial Database – Standard Itinerary Template 5

Click on the Free Trial Database Standard Itinerary Template below that you would like to download:

Free Trial Database – Standard Itinerary Template 1

Free Trial Database – Standard Itinerary Template 2

Free Trial Database – Standard Itinerary Template 3

Free Trial Database – Standard Itinerary Template 4

Free Trial Database – Standard Itinerary Template 5

For additional information on Tourwriter Reports click here.

The post Free Trial Database Templates appeared first on Tourwriter Knowledge Base.

In the drop-down menu (seen in the image above), you will see a list of options based on the Services entered into your Tourwriter database for this Supplier (i.e. Matakauri Lodge).
Note: All Services, including non-active Services will be shown in this list.

Publishing Content can be entered for the Supplier (i.e. a description of Matakauri Lodge) or specifically for each Service within a Supplier.

The differences between these two options is detailed below:

Supplier Publishing Content
Choose the Supplier option to load Supplier Publishing Content. In the above image you would select Supplier: Matakauri Lodge
This option is perfect for providing an overview description of the Supplier. We recommend using this for Accommodation Suppliers as an overall description of the hotel and its facilities can be used for all room types (as opposed to loading Publishing Content for every room type).

Service Publishing Content

To load Service Publishing select the Service option that you wish to load the Service Publishing Content for, which in the above image is Service: Funyaks, Service: Wilderness Jet – ex Glenorchy and Service: Wilderness Jet – ex Queenstown.
This option is perfect for Suppliers with different Services that require specific Publishing Content.

Once you have selected what you want to load Publishing Content for (from the list), the Content Chooser pop-up window will open (see image below).

Here you have two options:

1. Create new Publishing Content by clicking the .
   
2. Select from the list of existing Publishing Content (i.e.Publishing Content that has been previously loaded into your Tourwriter database).
   Notes:
   The ContentName of your Publishing Content records needs to be clear if you wish to add this description to multiple Suppliers.
   You can sort any of the fields in the Content chooser into alphabetical order by clicking the applicable field heading.

The post How to Create New Publishing Content appeared first on Tourwriter Knowledge Base.

Client Specific Publishing Quick Note
To add a client specific (one-off) note to a published document in Tourwriter , enter the note as a Publishing Quick Note into the client’s Itinerary.

1. Open the Tourwriter bookings window (by double clicking on the specific booking line in the Bookings list)
2. Click on the Notes Subtab
3. Enter your client specific note in the Publishing 1 field (as seen below)

4. We now have a second Publishing Quick Note field under the Publishing Quick Note 1 field, titled Publishing 2. To know more, read the New Publishing Note post

Often Used Publishing Quick Note
If your note is something that is likely to apply to multiple clients we recommend that you set it up a template Publishing Quick Note in the applicable Supplier.

1. Open the Supplier
2. Click on the Details Tab
3. Click on the above the Booking/Voucher notes – available as quick-notes for bookings and vouchers area to add a new note
4. Enter your Booking/Voucher note (in the example below this is “Please call Southern Alps Air 24hours prior to your activity to reconfirm your departure time”)
   
5. Then, whenever you pull a Service into your booking, you can simply, open the Tourwriter Bookings window (by double clicking on a booking line), click on the Notes Tab and click the downward arrow beside either the Publishing 1 field or the Publishing 2 field, which will allow you to select a saved quick-note.
   
6. You can then edit the note, if required.

Additional Notes
We can code a report to display this Publishing Quick Note either before or after the Publishing Content description (Body HTML).
If you would like to make use of Publishing Quick Notes, it is important to advise the Tourwriter team at the scoping stage. You may wish to enable Publishing Quick Notes for some or all Service Types.

The post Publishing Quick-Notes appeared first on Tourwriter Knowledge Base.

When saving JPEG files to the TourwriterData folder, please ensure these are saved in the JPEG Baseline format, not JPEG Progressive, format. Tourwriter requires images to be in Baseline format in order to export to MS Word.  

JPEGs come in two types: Baseline and Progressive.

Baseline:
A Baseline JPEG is an image created using the JPEG compression algorithm that will start to display the image as the data is made available, line by line. In a web browser, you can see JPEG images that are in baseline format when you see it slowly showing up, from the top of the image, to the bottom of it.

Progressive:
A Progressive JPEG displays an image in such a way that it shows a blurry/low-quality photo in its entirety, and then becomes clearer as the image downloads.

The post Image Format – Baseline JPEG vs. Progressive JPEG appeared first on Tourwriter Knowledge Base.

An error occurred during local report processing. Index was outside the bounds of the array.

An error occurred during local report processing. Parameter is not valid.

Resolution

The cause is due to the way some of the JPEG images are saved within your TourwriterData\Images folder.

There are two methods for saving image files in jpeg format. They are Baseline JPEG and Progressive JPEG. Both formats will have the same size and data. The extension also remains the same. The only difference is how it displays.

Tourwriter requires images to be in Baseline JPEG format in order to export successfully to Microsoft Word. Some of the image files that you have may be in Progressive JPEG format, which is causing the export issue with Word.

Learn more about the difference between these two formats here.

Photoshop Users: If you have Photoshop, you have the option to save your image in the correct Baseline JPEG format. Please click here for further information.

To learn how to convert images from Progressive to Baseline, click here.

Once you have converted your images from Progressive to Baseline, generate your report file in Tourwriter again and try to export to Word. This should work now!

The post Export Error appeared first on Tourwriter Knowledge Base.