Inventories

Inventories hold the relationship between catalogs and trips. This is where you apply pricing and can keep track of space available. The same inventory can be added to multiple trips. The pricing can also be updated/changed between different trips.

Once the inventory has reached the maximum capacity, and you no longer want to sell it, update the Inventory status to Closed.

Inventory needs segment(s) and pricing to function on a trip.

We recommend creating inventories specific to your trips/programs year over year. As the number of booking records associated to the inventories increases the inventory will become less responsive.

When inventories are associated to more than 7,500 booking records the response level starts to decrease.

You can use the same catalog in multiple inventory segments and the relationship count does not have a limit.

Create an Inventory

  • Click [+] (top right corner)

  • Required to enter Name / Type / Status / Trip Year

  • Type:

    • Flight

    • Transportation

    • Hotel

    • Insurance

    • Other - This will be used for all Events / Excursions / Activities

    • ITC

    • Merchandise

  • Contract Date: Date contract was created with supplier

  • Status:

    • Placeholder - An Active inventory that bookings can purchase and add to their records, but will be changed to another inventory before travel

    • Active - An Active inventory that bookings can purchase and add to their records

    • Closed - An inventory no longer available for sale, but is still visible on trips and bookings

    • Cancelled - An inventory not available for sale, not usually on trips or bookings

    • Stopsale - An inventory no longer available for sale, but is still visible on trips and bookings

  • Trip Year: Travel year, should match trips using inventory

  • Brand: Brand using inventory

  • Destination: Destination using inventory

  • Program Period: Should match trips using inventory

  • Travel Week: what week the trip is taking place

  • Cost Currency: Currency paid to supplier

  • Price Currency: Currency charged to passengers

  • Travel Duration:

    • Only visible on Flight / Transportation / ITC

  • Allow Purchase:

    • Always

    • During Booking

    • After Booking

      • Only visible on Insurance + Mandatory Field

  • Mandatory: If this is selected this Inventory will be added to all bookings on the trips that this is associated to. If left un-selected, bookings will have the option to purchase this item through their My Profile (depending on the type of inventory).

    • Hotel, Flight, and Transportation have mandatory pre-selected as they are not optional items.

  • Enable Rooming:

    • On a Trip Record: Checking this will allow bookings (travelers) to use the rooming feature in Groupdesk.

    • On a Hotel Inventory: Checking this will allow Groupdesk Users (staff) to use the rooming feature in Groupdesk.

    • On all other Inventories: It does not apply and will not affect anything. (Do not check)

  • Supplier: Supplier providing contract

  • File Number: Confirmation number from supplier

  • Locator: PNR

Inventory Segments

Adding Segments:

Depending on the type of inventory selected, you will be able to add certain segment types. This is where the relationship to the catalog lives.

Inventories are a record type. Inventory records have segments. Segments connect the inventory to the catalog. Inventories populate trips via segments.

If a specific inventory type was selected (ie: Hotel), you would only be able to add that type of catalog (ie: a Hotel Catalog) to the Inventory.

If ITC (Inclusive tour charter) type was selected, then you could add any of the following segments: Hotel / Flight / Transportation / Insurance / Other.

Flight Segment

Each segment represents one flight, which may or may not be connected to another flight.

Required Fields:

When creating flight segments, you need to fill in the following information:

  • Capacity - How many seats do you have available?

  • Departure Gateway - Where is the flight departing from?

  • Arrival Gateway - Where is the flight arriving?

  • Departure Type - Read more below

  • Arrival Type - Read more below

  • Segment Number - What number (order) is this in the total transportation inventory?

  • Route - Is this on the way to the final destination? Or from the final destination?

Best Practices:

Other details that are good to include (if the information is known) are:

  • Airline

  • Ticketing Airline (if different than the Airline)

  • Date (for both Departure and Arrival)

  • Time (for both Departure and Arrival)

  • Flight Number

  • Aircraft

  • Cabin Type

  • Fare Basis* - Letters or numbers that airlines use to define the rules that are associated with different types of airfares or tickets

Departure Type and Arrival Type

These are used to track the entire flight path (to and from the final destination) and how the segments connect together. This helps to visualize the connections and overnights between all flight segments in the traveler's My Profile.

Departure Type:

  • Out

  • Out-Connecting

  • Out-Overnight

Arrival Type:

  • In

  • In-Connecting

  • In-Overnight

Segment Number:

  • Determines the order of transportation on the traveler's My Profile itinerary

  • Must be in the format "001", "002", "003" etc...

Example of a flight path using departure type, arrival type, and segment numbers

Segment: Flight to Connecting City

Departure Gateway: YVR - Vancouver

Arrival Gateway: YYZ - Toronto

Departure Type: Out

Arrival Type: In-Connecting

Segment Number: 001

Segment: Flight to final destination

Departure Gateway: YYZ - Toronto

Arrival Gateway: PUJ - Punta Cana

Departure Type: Out-Connecting

Arrival Type: In

Segment Number: 002

Segment: Flight back home

Departure Gateway: PUJ - Punta Cana

Arrival Gateway: YVR - Vancouver

Departure Type: Out

Arrival Type: In

Segment Number: 003

If there are multiple Fare Basis* then multiple inventories will need to be created to track each in it's own segment.

How to add a Layover

A layover is the amount of time in between flight segments. There is no indication of a layover in Groupdesk, aside from the flight times entered into the segments on a flight inventory.

Example of two flight segments with a 1.5 hour layover.

If you wish to add more details, you can add information about the layover into the notes section of the flight inventory segments. This information will display on the Profile under the Trip Itinerary page.

Example of Flight segments with added notes.

How to Add a Stopover

Coming soon

Transportation Segment

Required Fields:

  • Starting Point - Gateway

  • Ending Point - Gateway

  • Direction

  • Capacity

Best Practices:

Other details that are good to include (if the information is known) are:

  • Date (for both Departure and Arrival)

  • Time (for both Departure and Arrival)

  • Vehicle Number

  • Vehicle Category

Hotel Segment

Required Fields:

  • Segment Type: hotel

  • Hotel

    • Search and select the hotel catalog you are referencing

  • Capacity

  • Occupancies available (select/check all unless you are instructed otherwise)

Best Practices:

Other details that are good to include (if the information is known) are:

  • Check-In Date

  • Check-Out Date

DO NOT attach a hotel catalog to an inventory until you know that the hotel catalog has ALL possible room types you may need that year/ever.

Additional Hotel Segment Info:

If Capacity is entered as 0, Occupancy options will still be visible but cannot be selected by the User.

Insurance Segment

Required Fields:

  • Segment Type: Insurance

  • Policy Number - Reference the number given to you by the Insurance company

  • Insurance Catalog

    • Search and select the insurance catalog you are referencing

  • Policy Type

    • Declined - For declined insurance options

    • Medical - The basic medical only coverage available

    • Comprehensive - The basic coverage available (typically includes medical and cancellation)

    • Super Comprehensive - The next level of coverage available

    • Premium - The highest level of coverage available

Best Practices:

Other details that are good to include (if the information is known) are:

  • Group Reference (optional)

If you have a mandatory insurance (ie: an included insurance), you will edit the inventory overview and check Mandatory

External Insurance Provider Inventory

  1. Create an Insurance Inventory and ensure that the Allow Purchase field is set to Always

  2. Add the External Insurance Catalog to the Insurance segment

  3. When creating the segment, ensure that your Policy Number is External

  4. Once the Inventory is complete, add it to your Trip Record.

Best practice is to keep Inventory pricing at $0, as Travellers will be paying for the insurance through the External Provider and not through Groupdesk.

Merchandise Segment

Required Fields:

  • Catalog

  • Capacity

Best Practices:

Other details that are good to include (if the information is known) are:

  • Start Date and Time

  • End Date and Time

  • Duration

If you want to create an add on like a hat, or bag (single item with no sizing) you will create the inventory as type "Other" and attach an "Other" catalog, type "Other".

Depending on the item you may need to create a separate inventory per destination or trip.

Other Segment

Required Fields:

  • Catalog

  • Capacity

Best Practices:

Other details that are good to include (if the information is known) are:

  • Start Date and Time

  • End Date and Time

  • Duration

Can be used to add an activity, event, excursion, or additional inclusions/exclusions to the trip.

ITC Segments

For ITC segments, please refer to the Flight / Hotel / Insurance / Other / Transportation for full details.

Best Practices:

ITC Inventories are best used when you when include multiple segment types in once package. An example of this is when Hotel and Flights are sold/purchased together.

Here is an example of and ITC Inventory with multiple segment types:

Oversell

Oversell is a feature to allow inventories to sell over their determined capacity. The Oversell checkbox appears in the top right of all segment pop ups.

  • We recommend that you check the Oversell box when:

    • Inventory is digital (ie: A free download)

    • Inventory is an unlimited capacity event (ie: Camp Capture the Flag Game)

    • Inventory is included for every traveler (ie: Swag that everyone gets)

    • Inventory is not related to capacity or traveler ratio (ie: School Mascot on-site)

A few key terms:

  • Oversell: When enabled (checked), this allows you to sell over your set capacity (without changes occurring to the inventory when capacity is reached or exceeded)

  • Capacity: The number of spots on your inventory (ie: seats on a bus, or hotel rooms)

  • Occupancy: The number of pillows in a room (ie: This room type can sleep 2 people)

  • Sold Out: When the number of bookings on your inventory reaches or exceeds 100% of your capacity

  • Bookings: Travelers who are signing up for your trip / inventory

  • Traveling Status: Bookings who are likely to be fully paid by the time the trip happens

How to set Oversell

There is a check box on all Inventory Records, in the Inventory Segment for Oversell. If this box is checked, it means you would like to oversell your inventory (ie: Inventory capacity is 100, but with Oversell checked, you could sell more than 100.) If Oversell is not checked, it means you do not want to sell over your listed capacity. Our Inventory Management feature relies on this checkbox being unchecked to function.

Example of where the `Oversell` check box is shown on the Inventory Record Segment

Automatically Closing Inventory

If your inventory sells out (reaches or exceeds 100% capacity):

  1. If your inventory sells out, it will automatically change the Inventory Status to closed

  2. If your inventory sells out, but is mandatory on the trip, the trip status will automatically change to Waitlist until you either add more inventory, or increase the capacity of the sold out inventory

  3. The booking status of your traveler does impact the amount of capacity sold on your inventory

    1. Bookings with a traveling status will take up capacity on your inventory

    2. Bookings with a non-traveling status will not take up capacity on your inventory

Email Notifications

  1. When your inventory is almost sold out (reaches 80% capacity) you will receive an email to the brand email related to that trip with a link to the inventory. No action is needed.

  2. When your inventory sells out (reaches or exceeds 100% capacity) you will receive an email to the brand email related to that trip with a link to the inventory. If you want to re-open the trip, you will have to either remove the inventory, make it not mandatory on the trip, or add more capacity to the inventory. And then update the status of the trip.

If an Inventory has a status of Closed, bookings will not be able to purchase the inventory on their Profile, and Agents will not be able to manually add the inventory to bookings. They will receive an error that says Inventory Closed.

To view the the number of units used, this can be found in the pricing module.

Total used = Total Traveling Bookings

Overview shows Total Bookings and Traveling Bookings on Inventory

Inventory Pricing

Pricing is added into the matrix after at least one segment has been added.

  • Base Cost = Net amount paid to supplier

  • Base Price = Gross amount paid by the Booking

  • Delta = Occupancy upgrade fees that only apply to hotel

  • Taxes / Discounts / Fees are added as Line Items. There can be more than 1 Line Item.

    • To create a Line Item:

      • Select Category

        • Tax

        • Discount

        • Fee

      • Select Description

        • Choose from appropriate list

      • Select Type

        • Amount

        • Percentage

      • Enter Amount

Pricing Matrix (Everything but Hotel):

  • If you are applying a Tax / Discount / Fee, select appropriate fields from the dropdowns available.

Pricing Matrix (Hotel Only):

  • If you are applying a Tax / Discount / Fee, select appropriate fields from the dropdowns available.

  • Deltas (only applicable to Hotels) are occupancy upgrade fees. This will apply on top of the Base Price / Cost.

  • If you add a Delta (extra cost) to your room types, it will appear on the Rooming Step of the Online Booking Engine

Delta Calculation Example:

Room Type - Standard Room

Occupancy 2

  • Base Price = $100

  • Delta = $0

  • Total Price = $100

Occupancy 1

  • Base Price = $100

  • Delta = $250

  • Total Price = $350

Reset Pricing on a Trip

When an inventory is added to a trip, the pricing (as set at that time) is added and stored on the trip record. If you wish to update the price for the trip you can do so by resetting the pricing.

To do this:

  • Open the Inventory record that you wish to reset pricing for

  • Make the changes under the pricing module

  • Select trip you wish to reset under Trips module

  • Click Reset Pricing

  • Allow a few minutes for the pricing to take affect on the trip, then check the trip record for the updates

When adding an inventory to a trip, the trip saves the pricing information at the time it was added. Any updates to the pricing on the inventory after it is added to a trip will not affect the existing trips, it will only be updated on new trips that are added after the change has been made. Only if you reset pricing, will the new price affect existing trips.

This applies to Bookings as well, bookings save the pricing from the trip at the time it is added, if you want to reset that pricing, you will need reset the booking price on the trip record.

Adding Inventories to Trips

Once the inventory is built, it can be added to trips. Please refer to Add inventory to trip.

If you want to add an inventory to many trips at the same time, please refer to Add inventory to multiple trips at one time.

One inventory can be added to multiple trips.

Searching for Inventories:

Search is a great way to easily get an overview of your inventory without going into each record separately. Please refer to Using Search for help with how to use the search function.

On the Inventory search results page you will see the following values within inventories:

  • Name

  • Type

  • Mandatory Status

  • Contacts (Known bug: This should not appear, and will be removed ASAP)

  • Total Bookings

  • Traveling Bookings

  • Destination

  • Contract Date

  • Supplier

  • Brand

  • Cost Currency

  • Price Currency

  • Status

  • Year