CRS Quick Reference Guide
This guide outlines some of the key functions an operator can access through the CRS. For more information on any of the topics below, see the related training guide chapter.
Section 1: Operator Functions
1 - Viewing My Current Bookings and Availability
2 - Entering a Booking
3 - Finding or Editing a Booking
4 - Cancelling and Refunding a Booking
5 - Updating Prices
6 - Changing the Order in Which Prices are Displayed
7 - Changing or Adding New Price Types
8 - Adding New User Profiles for Your Staff
9 - De-Activating User Profiles of Former Staff
Section 2: Amending product information for Agents
10 - Adding FAQs
11 - Adding a Quiz
12 - Changing Your Operator Description
13 - Changing the Notes Which Show on the ‘Availability’ Tab
14 - Changing Activity Descriptions
15 - Changing the Order in Which Activities are Displayed
16 - Checking the Information Displayed to Agents
Section 1: Operator Functions
1 - Viewing My Current Bookings and Availability
Bookings → Manage Bookings
The primary screen for displaying current bookings and availability is ‘Manage Bookings’ which offers a visual representation of current availability, along with links to make bookings, change capacity, or create manifests for individual trips. For more information, see The Manage Bookings Page.
2 - Entering a Booking
Bookings → Manage Bookings
From the Manage Bookings screen, click the blue link for the required departure under ‘Time / Book Now’. Fill in the ticket screen with the client’s details and the units required. If the booking has come from a booking agent, select the relevant agency under ‘Commission Agent’. Record payment and click ‘Book Now’ to save the booking. For more information, see How to Make a Booking.
3 - Finding or Editing a Booking
Bookings → Locate a Booking
Set the search parameters and click ‘Search’ to locate the required booking. To edit, click 'edit booking' in the left hand column, update as required and click ‘Update Booking’ to confirm any changes. For more information, see Finding and Editing Bookings.
4 - Cancelling and Refunding a Booking
Bookings → Locate a Booking
Note: It is recommended that bookings created by RTBS booking agents are also cancelled by the agents themselves, so they can update their payment records accordingly at the same time.
First, find the booking through a search. The next step depends on how payment was made for the original booking.
If Payment was processed through RTBS Payment Gateway (i.e the booking has been made through an RTBS website booking page, or payment has been processed using the method 'Credit Card Online' or 'PAYLINK"): Click 'View' and then 'Refund' to action a refund. By Default the booking will be cancelled at the same time. If this is not a cancellation e.g. a partial refund, then ensure the 'Cancel booking' tickbox is unchecked. For more information, see Refunding RTBS Payment Gateway Transactions.
If Payment was not processed through RTBS Payment Gateway (i.e Payment was taken by a booking agent, or the customer paid the activity operator directly and neither 'Credit Card Online' or 'PAYLINK' were used): Click 'Cancel'. A popup will appear asking for a reason for the cancellation. Enter a reason (optional), and click 'Cancel Booking'. The next screen will display payment transactions currently stored against the booking. If a refund has been issued to the guest (e.g. from operator's own point of sale), click 'Add Refund', enter the amount, site/agent, and method, and click 'Save' to store it against the booking. Click 'Close' to conclude the cancellation process.
5 - Updating Prices
Setup Your Activities → Price Schedules
To schedule an upcoming price change, click the + button to create a new Price Schedule. Select the Price Type the new rate will be valid for, enter the Rate and set valid From and To dates. Apply visibility settings as desired (for a price to show on your RTBS web booking page, "Website Visibility" must be set as either a "Website" rate or "Public, Agent, Grab N Activity"). Price Schedule ID and Description are both optional. Click 'Save New'.
Once you have created the new Price Schedule, you may need to amend the ‘To Date’ of an existing Price Schedule for the same Price Type, to avoid two prices displaying concurrently. Click the rate to edit an existing Price Schedule. For more information, see Creating & Updating Prices.
6 - Changing the Order in Which Prices Are Displayed
Setup Your Activities → Price Types
Price Types default to list alphabetically, but the field 'Sort Order' can be used to determine a specific ordering. Sort Order is shown on the 'Price Types' list page as 'Order'.
To change the order, click into a Price Type to edit it, change the number in the 'Sort Order' field and click 'Save Changes' to confirm.
Please note: It is a good idea to leave spaces between your Sort Order numbers (i.e. Use 5,10,15 instead of 1,2,3), so that you can easily slot in a new rate, or change the order at a later date without needing to update every record.
For more information, see Creating & Updating Prices.
7 - Changing or Adding New Price Types
Setup Your Activities → Price Types
Used for example, to add a ‘Family’ price, or to rename a current price, if incorrectly labelled.
Click the + button to create a new Price Type. Select the Activity to assign it to, and enter a Price ID (name). The 'Short Name' field will automatically take the first 12 characters of the Price ID, but this can be amended if desired. Amend Passenger Count to reflect the number of spaces each unit of this Price Type should take from the total trip capacity (i.e Adult / Child / Per Person = 1, Family = 4 or 5, Picnic Lunch / Photo CD / Freight = 0). Assign a category, Max Quantity (max number of units that can be added to a single booking) and/or Sort Order (see previous section) if required. Click 'Save New' to confirm.
Once you have created a new price type, you will need to create a ‘Price Schedule’ to allocate a rate for the price type, as above. For more information, see Creating & Updating Prices.
8 - Adding New User Profiles for Your Staff
Setup Your Business → Users
This page will show a list of current User Profiles. To create a new one, click the + button.
Fill in the form with their details, and confirm by clicking ‘Save New’. The ‘User ID’ field is used along with the Password in order to log in, and both are case-sensitive. ‘Description’ and ‘Email’ are optional fields.
The Administrator permission is the top level; 'Agent and Operator' allows basic CRS access and 'Operator Day Notes' only allows the user to see Day Notes saved in RTBS. For more information, see User IDs & Passwords.
9 - De-Activating User Profiles of Former Staff
Setup Your Business → Users
This is an important security measure. Click the User ID of the record in question to edit. Untick the 'Active' tickbox and click 'Save Changes' to confirm. The user will no longer be able to login.
To re-active a user profile, tick 'Include Active Records' and then click the magnifying glass icon in the list screen to find the inactive record. Click the User ID to edit, tick the 'Active' box and click 'Save Changes' to confirm.
Section 2: Amending product information for Agents
10 - Adding FAQS
Setup Your Business → FAQs
Click the + symbol to add a new question, or click the question text to edit an existing FAQ. See Adding FAQs for more information.
11 - Adding a Quiz
Setup Your Business → Product Training
To create a quiz, first enter a name for it under ‘Product Training Item’ (the Description is optional) and click the green + symbol. Once the item is created, click on its name and you can build the quiz.
Type your first question into the ‘Add Question’ box, and hit the ‘Enter’ key to submit. Type a possible answer into the ‘Add Answer’ box that appears; and repeat with various answer choices. Select the correct answer by checking the box beside it. Add any additional questions and answers as desired.
Be sure to make it obvious if a question requires more than one answer. To delete a question or answer, click the red minus symbol beside it. For more information, see Adding Product Training Materials.
12 - Changing Your Operator Description
Setup Your Business → Operator Setup
The description is visible to booking agents using the RTBS Trade Manual Online.
Click your operator name to edit your information. Select the tab 'Info for Agents'. Make the alterations in the ‘Description’ box and click ‘Save Changes’ at the bottom of the page.
13 - Changing the Notes Which Show on the ‘Availability’ Tab
Setup Your Business → Operator Setup
The 'Availability' tab is the primary listing page visible to RTBS booking agents using the Trade Manual Online.
Click your operator name to edit your Operator Setup. Go to the 'Info for Agents' tab. Change text as required in the fields ‘Child Age’, ‘Family’, ‘Cancellation’, ‘To Bring’, and ‘Pickup’ and click 'Save Changes'.
14 - Changing Activity Descriptions
Setup Your Activities → Activities
Click an Activity name to edit the Activity Record.
Select the 'Details' tab, and update the information fields as desired. Text entered into the field "Directions (Prints on Tickets)" will show to booking agents as they are entering a booking, also on RTBS OBL booking pages to customers.
15 - Changing the Order in Which Activities Are Displayed
Setup Your Activities → Activities
Click an Activity name to edit the Activity Record.
Find the field ‘Sort order’ located under the General tab. Enter a number to dictate where you want the activity to display in the list, ‘0’ will display first, followed by 1,2,3, etc. Activities with the same Sort Order will be ordered alphabetically.
Please note: It is a good idea to leave spaces between your Sort Order numbers (i.e. Use 5,10,15 instead of 1,2,3), so that you can easily slot in a new Activity, or change the order at a later date without needing to update every record.
16 - Checking the Information Displayed to Agents
Setup Your Business → View Agent Info
This lays out the information on the TMO in one long page, so it doesn’t have the same structure of the TMO but allows the operator to confirm the accuracy of all the information on display for their activities.