This chapter explains how an operator can use their RTBS profile to act as an agent for external operator products. For information on entering in-house reservations, see How to Make a Booking.

To make a reservation for a client with another operator, select Bookings → Make a Booking.

This menu item is now activated on request - please contact help@whytewaters.com

A calendar will show, along with Operator and Region drop-down lists.

These lists will default to the operator logged into the system, but any other operator can be selected to make a booking for a third party activity.

Select the required date, region and operator.

Click ‘Check Availability’ and the operator’s Availability screen will be displayed.

This screen is similar to the Availability tab displayed to agent users of the Trade Manual Online (TMO) system; with a list of activities and available departures offered by the operator.

Optional note fields will also display on this screen (if they have been added by the operator) - with key information on subjects such as pickup options, child age, minimum/maximum age and weight limits and the operator’s cancellation policy.

NZone Skydive provide a good example of an operator with key information notes added:

Some or all of the the listed departures may say ‘Call to check availability’. This means that the operator does not offer the product ‘live’ on RTBS, and so the booking must be called through.

Select the required departure from the listed options to proceed to the booking screen.

The ticket screen will load, displaying the operator, activity, and time/date of tour selected.

The first section of the ticket screen is for entering the client’s details. Required fields are marked in red.

By entering a valid email address and ticking the ‘Email ticket to guest’ box, you can opt to send a copy of the reservation to the client.

Lower down the screen are reference fields, for any reservation numbers or codes that apply to the booking. The Booking ID is a system-generated alphanumeric code which acts as a unique identifier for the reservation. Below this are Pickup Time and Pickup Location fields, and a Notes field for entering any further information that applies to the booking.

The middle section of the booking form is for adding the booking units. Once the units are selected, the Total Booking Value will be calculated automatically.

The ‘Can’t find price?’ button can be used if the price type you’re wanting to book, i.e ‘Family’, is not listed. If you use this function, you must call the booking through the operator, regardless of whether they are live on the system or not.

Once the units have been selected, the system may ask for any extra information that has been requested by the operator. For this ‘Demonstration’ operator, the system asks for the size of each of the participants:

The final section of the form is used to record payment(s).

If the total payment is split over more than one method, the ‘Add Payment’ button will create additional payment lines so that multiple payments can be recorded.

Once full payment has been recorded, click the green ‘Book Now’ button and the reservation is saved.

Please note: For ‘On Call’ operators, the booking will be saved only in the issuing operator’s system, and will not be communicated to the third party’s reservation system, so as well as creating the ticket, you must call the operator to make the booking. For ‘Live’ operators, the booking will be saved in the third party operator’s system once the ‘Book Now’ button has been clicked.

Once saved, the ticket will display on-screen, with an option to print a copy (if required).

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