Troubleshooting: Missing Activities

Sometimes new activities may come and go so fast that the RTBS system administrators struggle to keep up with the changes. If you are ever on an operator’s availability page and the activity you want to book is missing; there is an easy workaround to complete the booking.

Above the Product Table on the availability screen for each operator, is a blue link which reads ‘Cannot Find Product - raise a Manual Voucher’.

This link brings up an operator-specific Manual Booking - a ticket screen with the operator’s name and contact numbers automatically provided, but which is not allocated to any particular activity.

The agent should proceed as they would making any ‘On Call, ‘On Demand’ booking, with just the added requirement to fill in the extra blank fields - primarily the name of the Activity and the Number of Guests.

The ‘Number of Guests’ is an important field on a Manual Booking because it will assist the operator when the client checks in for the activity, and through the invoicing process.

As the ticket was not produced by the system for a specific activity, it will not have any pre-loaded unit descriptions or prices. Therefore, the agent must ensure they make the booking numbers as clear as possible; using the ‘Number of Guests’ field, and also the ‘Notes’ field for more information.

On any Manual Booking, the Notes field should always be used to clearly explain the details of the reservation; including the type of unit booked (Adult, Child, Family, Student etc), the number of each unit type, and the price paid per unit - all the information that would normally be provided with any other ticket.

Whenever a Manual Booking form is created, RTBS will ask the user to enter the contact number of the operator so that the system administrators can investigate why the operator or activity couldn’t be found. With operator-specific Manual Bookings, the operator’s phone number will be automatically entered:

The agent will need to enter the ‘Total Booking Value’ in the section of the ticket where numbers of units would usually be entered. This part of the ticket communicates with the Payment section below, so that the system can calculate when full payment has been recorded.

A Manual Booking is completed like any other - once full payment has been taken, click ‘Book now’ to save the ticket, and proceed to print a copy for the client if required.

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