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Task Terms Editor

You can set a task’s due date based on the following options:

• Days Before 
• Days After 
• Day of the Month
• Day of the Month Following

The due date term can be set to one of the following Task Terms: 

• Itinerary Start Date: The Itinerary start date added to the Itinerary tab
• Itinerary End Date: The Itinerary end date added to the Itinerary tab
• Itinerary Type Date: The date that appears on the Type 3 column. You can add a label to the Type 3 column by heading to Tools > Setup > Itinerary type labels.
• Itinerary Created Date: The Itinerary creation date.
• Today: The current date.

Note: Once the Due Date is set as per the task term, you can still change it.

Multiple Task Lists

Adding all your tasks to a single Default Task list in Tourwriter can be cumbersome. You can now combine associated tasks and assign them to a Task template. You can create several such Task templates. Having multiple Task lists lets you associate similar tasks to a Task template. For example, all tasks for a guided itinerary can fall under the Guided Task template. And the tasks for a self-driven itinerary can be termed Self-driven Task template. 

Managing Task Lists

Your existing Task List is now labelled Default. The tasks in the Default Task template are listed in the lower grid. Follow the steps below to manage your Task list:

1. Click  on the upper grid to add a new template.
2. Select the newly added template and add tasks to the lower grid the same way.

You can even create a copy of a Task List. Once you have added tasks to your Template, you can create a copy of the template and amend the necessary information on the new template.

3. Select a Task List in the upper grid and click to create a copy of the Task List. The copied Task list is added to the bottom of the records.
4. Assign the Task to a user from the Assigned To dropdown in the lower grid.
5. Click through different Task lists at the top to display the pertinent tasks on the lower grid. The tasks in the lower grid are contextual, which means the information in the lower grid is unique to each Task template in the upper grid.

6. Click the  icon based on the Task Terms Editor. 

Note: Tasks associated with a Task template appear under it by default. You can reassign a task to another Task template through the drop-down option. 

Populating Itinerary Tasks

Once you have created Task templates, you can add a template to an itinerary. To add a Task template, follow the steps below: 

1. Open an itinerary and head to the Itinerary tab.
2. Select Populate under the Tasks grid. This opens the Choose Task Template window 
3. Select a Task Template from the window and click OK.

4. If the Tasks grid is pre-populated with tasks from the template you are adding, they won’t be re-added as seen below. Select Yes to continue

Note: When populated to the itinerary, the Tasks are assigned the default assignees set in the Setup area. Tasks can however be assigned to different users once added to the itinerary. 

5. To assign a task to a different user, select the user from the Assigned To field. 
6. Mark off the task by clicking the check-box in the left-most column. 

Note: A user can view all the tasks on the itinerary.  A user can mark off their tasks after logging in. For instance, the second task in the screenshot below, 01 Follow Up Quote, is assigned to the user admin. Once admin logs into Tourwriter and opens the itinerary, they can view all the tasks on the itinerary. However, the only tasks the admin can mark off are the tasks assigned to themselves and the tasks that are unassigned, i.e. the ones shown as assigned to (none).

The New Task Outstanding Report

The Task Outstanding Report is a General report that displays the pending tasks in all your itineraries. To see a glimpse of what the report looks like, refer to the Tasks Outstanding Report section in the Suites of Reports article. We have updated the Tasks outstanding report to reflect the above changes. The new report continues to sort by Task Owner. Task Owner now refers to Task owner instead of Itinerary owner. If a Task is unassigned, then by default the Itinerary Owner is considered the Task Owner.

Download the new Report here.

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For example;
01. First contact
02. Send quotation
03. Follow up
04. Send revised itinerary
05. Book itinerary on confirmation
06. Prepare invoice
07. Collect deposit
08. Collect final payment
09. Send documents
10. Send trip Follow Up

Default Tasks can be added or deleted under Tools > Setup > Data setup > Default Tasks as seen below (in accordance with your internal procedure policy).

In Additional > Reports, then under the Standard folder, is a report called Tasks Outstanding. This report provides a list of outstanding tasks, sorted by consultant, to easily show what needs to be done. Read more about this report here.

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Comments

The Comments field is a passive communication field, i.e. between employees, and can be used to record a brief overview of the client and their travel plans (i.e. honeymoon, active outdoors, into food and wine etc). These comments are not published anywhere, but they can be (please speak to your implementer).

Agent

When creating a new Itinerary, the Agent applied here will automatically be set to the Default Agent, selected (ticked) in Setup under Tools > Setup > Agent labels. A default agency may be a parent company, overseas referral agent, a direct customer or your own company.

It is possible to report on how much business you are receiving from each of your Agents. See Tools > Additional > General Reports > Itineraries Per Agent.

IMPORTANT: By applying the Agent to the Itinerary tab, any margin overrides for this agent will be applied to the bookings on your Bookings > List tab. These margin overrides will be used in place of your Supplier-level markups/commissions.

Agent Contact

Use this field to allocate the applicable Agent Contact person from the drop down box. You can set up/add new Agent Contacts under Tools > Setup > Agent Labels.

Status

This is your overall Itinerary status, not individual bookings status. It is possible to use the Status to customise text on client documentation (i.e. pricing documents)

Example: When the Status is Quotation, your quote or pricing document could be coded to state “this quote is valid for 7 days, we require a 20% deposit to secure your booking”.

The Itinerary Yield report (Tools > Additional > General Reports > Itinerary Yield) allows reporting on figures based on itinerary Status across a specified date range (e.g. prospective sales for next high season etc). Please note that access to the Itinerary Yield report can be restricted according to user roles (Tools > Setup > Account Types > Report – Itinerary Yield tick box under Permissions in selected Role).

Source

This is how you received this booking. For example, the booking may have come from a repeat client, your website or a referral. To customise your Itinerary Source list, go to Tools > Setup > General lists > Itinerary source.

Entered by

This field defaults to the user who has logged in to Tourwriter and created the new itinerary. The date the new itinerary is created will appear next to the name of the person who created the new itinerary. For copied itineraries, this field will show the user who created the copy, and the date the itinerary was copied.

Assigned to

This field is used to show who is responsible for this Itinerary. The Itineraries Per User report (Tools > Additional > General Reports > Itineraries Per User) allows reporting on figures based on users across a specified date range.

Department

This field is used to categorise your Itineraries by specific departments within your company. For example categories may be Inboud FIT, Inbound Groups or Outbound FIT. To customise your Office departments, see Tools > Setup > General lists > Office departments

Branch

Use this field to categorise your Itineraries by specific branches within your company. To customise your Office branches, see Tools > Setup > General lists > Office branches.

Tasks

Use this field to manage your To Do list. You need to manually enter the Date Due. Once the task has been completed, ticking the box in the first field, within the Tasks field, will cross the task out, the respective date will then appear in the Date Completed field (this can be manually adjusted if needed). The Note field is for adding notes applicable to each task unique to that particular itinerary. Additional tasks, unique to the itinerary, can be manually created by clicking .

To customise your Default Tasks, Tools > Setup > Default Tasks. You can then click Populate (next to the yellow plus icon) to add your Default Tasks to this field. To find the Tasks Outstanding Report go to Tools > Additional > General Reports > Tasks Outstanding.

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How to Populate Default Tasks

Default tasks are tasks that can be applied to most itinerary files. To set up Default Tasks go to Tools > Setup > Default Tasks.

1. Click Populate, located on the far right of the Tasks work space (next to ), to add Default Tasks into the Task work space
2. Click on the down arrow in the Date Due field to apply a due date and time to each Default Task
3. Add any notes applicable to this task within the Note field
4. Save changes

How to Add Individual Tasks

1. Click the located on the far right of the Tasks work space to add an individual task into the Task work space
2. In the Name field, overtype the text New task… with the new task name
3. Click on the down arrow in the ‘Date Due’ column to apply a due date and time to the new task
4. Add any notes applicable to this task within the Note field
5. Save changes

How to Complete Tasks in Tourwriter

1. Click the box on the far left of the Task work space for the task that has been completed. A line will draw through the ‘Name’ field and the ‘Date Completed’ field will auto populate with today’s date. If the task was completed prior to this date, click the down arrow to adjust the date accordingly.
2. Save changes

Customization Options

Ordering Tasks

The Tasks work space is ordered in ascending order by ‘Name’. To order by ‘Date Due’ (for example), click on the ‘Date Due’ field header. A triangle appears on the far right of the field header – this indicates the tasks are ordered by Date Due, in ascending order. If the field header is clicked again, the triangle becomes inverted which means the tasks are now being ordered by Date Due, but in descending order.

Moving Fields

The field order can be changed by clicking on a field header and dragging it to place it somewhere else. The field will be dropped in where the double arrow appears and once the mouse button is released.

Adjusting Field Width

The width of each field can be adjusted by hovering the mouse at the end of the field header until a double arrow appears; double click and the field will minimise (or expand) to fit the longest piece of data that features within any cell in the field being adjusted.

Deleting Tasks

Individual tasks can be removed from the Tasks work space by clicking the located at the far right of the Tasks work space.

Managing your Tasks

We recommend running a weekly report of Tasks Outstanding. This can be done at Tools > Additional > General reports. On the ReportsForm under Standard you will see a Tasks Outstanding report. Double-click this and it generate the Outstanding Task List by Consultant. Click on the Options button to amend the report’s Start date and End date, and filter by Assigned to user and Itinerary status.

In the Options pop-up window you will find two sections; Options and Layout.
In the Options section you can simply select your Start/End dates and then apply ticks in the Assigned to and Itinerary status boxes to populate your report with the information you wish to include in your report.
The Layout section allows you adjust your report margins and file text format.

Once you have populated all of the fields in the Report margins box you can then Run your report by clicking on the Run button (bottom right).

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