VISITSCOTLAND - TOURS MANAGEMENT SYSTEM Manual for Tour Operators

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1 VISITSCOTLAND - TOURS MANAGEMENT SYSTEM Manual fr Tur Operatrs 1

2 CONTENTS GETTING STARTED... 3 REGISTER AND CREATE YOUR ACCOUNT... 3 OPERATOR PROFILE... 4 Create yur Operatr Prfile... 4 ADD A TOUR LISTING... 5 Add yur Tur... 5 Save, Preview and Publish yur Tur Listings... 8 MANAGE YOUR PROFILE AND TOURS - YOUR DASHBOARD FREQUENTLY ASKED QUESTIONS

3 GETTING STARTED [back t cntents] It s a 3-step prcess t get started with the Turs Management System: 1. Register and create yur accunt 2. Create an peratr prfile we will then review and activate this fr yu 3. Start adding yur turs the listings that will appear n visitsctland.cm Please nte: Yu can manage yur peratr prfile and tur listings at any time via yur dashbard access this frm the tl bar at the tp f any page All fields marked with an asterisk (*) are mandatry Messages will appear in red at the tp f any page if there are any issues r missins with the infrmatin entered Our Custmer Services Team are available t help and supprt yu with this system - the team at REGISTER AND CREATE YOUR ACCOUNT [back t cntents] G t Cmplete the fllwing mandatry fields: Cmpany name Full name address - this will als be yur username Passwrd - must be at least 9 characters lng, cntain 1 letter and 1 number r special character Passwrd cnfirmatin Please read the terms and cnditins n the right-hand side f the screen and tick the bxes t cnfirm: Yu are nt a rbt The infrmatin prvided is accurate (please nte by submitting the frm, yu are agreeing t the Wrking with VisitSctland Terms & Cnditins) Click register with VisitSctland turs 3

4 OPERATOR PROFILE [back t cntents] Once yu have registered, yu can lgin and cmplete yur peratr prfile. The infrmatin entered in this prfile will appear in each f yur tur listings n the website. OPERATOR PROFILE OPERATOR PROFILE Create yur Operatr Prfile [back t cntents] G t Select either lgin and cmplete yur peratr prfile buttn frm yur r lgin n the tp right f the page f TMS Enter yur registered address and passwrd then click lgin Yu will land n the peratr prfile page. Cmplete the fllwing mandatry fields: Lg r prfile image min reslutin: 240 x 120 pixels / max reslutin: 3200 x 2400, maximum file size 10mb JPG r PNG, Cmpany details and address Web & scial links Cntact infrmatin - this infrmatin is private and fr ur internal systems nly, it will NOT be visible n any f yur tur listings n the website Click submit fr review Yur accunt will be reviewed by ur Custmer Services Team. Yu will receive an t advise when yur accunt is active and yu can then start t add yur tur listings. 4

5 ADD A TOUR LISTING [back t cntents] Once yu have received an cnfirming that yur accunt is active, yu can start t add yur tur listings. G t Enter yur registered address and passwrd Click lgin Yu will land n yur dashbard - this is yur central hub t add and manage yur listings. Mre details n yur dashbard can be fund n page 10 If yu are nt already in yur dashbard, access it by selecting dashbard n frm the tlbar n the tp right f any page Add yur Tur [back t cntents] Yu can add all relevant turs fr yur business and these will appear as individual listings n visitsctland.cm. Frm yur dashbard, click the blue add a tur buttn Yu will land n create a new tur page The table belw prvides infrmatin fr cmpleting each sectin n the tur page Dn t frget t save and publish yur tur t the website Sectin Hw t Ntes Header Image Select chse file t brwse thrugh yur images and select the mst apprpriate ne Add descriptin, credit and lcatin t the relevant fields This is the main image n the tur listing Min reslutin: 1280 x 720 pix Max reslutin: 3200 x 2400 pix JPEG, max file size 20mb If yur image is t big, find ut hw t resize here The descriptin, credit and lcatin will appear in the bttm left crner f yur header image 5

6 Sectin Hw t Ntes Tur Infrmatin Add tur name, a shrt descriptin and a mre detailed lng descriptin t the relevant fields Frmat the text and add hyperlinks by highlighting the wrd yu want t hyperlink, click the paperclip icn and add yur url Select relevant tabs t enter the infrmatin in different languages if required Descriptins - be sure t include all tur highlights and relevant hyperlinks Languages - English will appear as the default language - the system des nt translate any infrmatin. This needs t be added by yu Additinal Tur Infrmatin Cmplete all fields and tick bxes as relevant Multiple ptins can be selected fr: Starting Pints Languages Highlights: attractins and destinatins Themes Transprt Tur types Prices are per persn in GBP Price n request can be used fr bespke turs and yu can indicate if this includes accmmdatin Tur URL shuld link t the specific tur infrmatin n yur wn website Bking URL shuld link t a bking page n yur wn website and nt yur hmepage Starting pints this ppulates ne f the search bx fields n visitsctland.cm, and s it is imprtant t cmplete this in rder t appear in the relevant visitr searches. Mst lcatins are included in the drp-dwn menu. Yu can add thers t yur lng descriptin Highlights: attractins and destinatins this ppulates ne f the search bx fields n visitsctland.cm, and s it is imprtant t cmplete this in rder t appear in the relevant visitr searches. The mst ppular attractins and destinatins are included in the drp-dwn menu. Yu can include yur full itinerary in yur lng descriptin 6

7 Sectin Hw t Ntes Themes this ppulates ne f the search bx fields n visitsctland.cm, and s it is imprtant t cmplete this in rder t appear in the relevant visitr searches. Expiry date tur listings will be autmatically unpublished after this date yu will need t remember t update this expiry date the fllwing year t publish yur tur again Days the tur departs these are the specific days f the week yur tur departs n Offers Under ffers, select add an ffer n the right-hand side f the screen Cmplete all fields as relevant Select relevant tabs t enter a descriptin in different languages Select add an ffer again t add mre than ne ffer Languages - English will appear as the default language fr yur descriptin - the system des nt translate any infrmatin. This needs t be added by yu Start and End dates f yur ffer are mandatry. The ffer will be remved after the end date passes T remve an ffer, select remve at the bttm f the ffer bx Gallery Under gallery, select add an image n the right-hand side f the screen Select chse file t brwse thrugh yur images and select the mst apprpriate ne Select add an image again t add mre than ne image T remve an image, select remve in the tp left f the image bx Images in the gallery need t be added ne by ne Min reslutin: 600 x 400 pixels JPEG (.jpg,.jpeg), maximum file size 10mb If yur image is t big, find ut hw t resize here 7

8 Sectin Hw t Ntes Vides Under vides n the right-hand side f the screen, select add a vide Add the vide URL t the relevant field Select add a vide again t add mre than ne vide Vides need t be added ne by ne Vide URL can nly be YuTube vides T remve a vide, select remve t the right f the vide URL bx Save, Preview and Publish yur Tur Listings [back t cntents] The fllwing ptins are available t yu n yur tur page: Save as draft Preview Save and publish Save and unpublish Select save as draft at the bttm f the page t create a draft tur listing Yu will be taken t yur dashbard where a green bar will appear at the tp f the page: tur successfully created This has created the tur as a draft and it will remain in yur dashbard but it is nt yet live n visitsctland.cm Yu need t save and publish t make yur tur listing live n visitsctland.cm Yu can preview yur draft tur frm yur dashbard t see hw it will lk n the website befre yu publish Dashbard status will change t draft 8

9 Preview yur tur t see hw it will lk n visitsctland.cm befre yu publish Yu can preview a tur in any f the fllwing ways: At the bttm f yur tur page - befre yu save as draft r save and publish Frm yur saved draft tur in yur dashbard find the tur yu wish t preview, click the blue actins buttn at the right-hand side f the tur listing and select preview Save and publish yur tur listing t make it live n visitsctland.cm. Listings will be live and visible n the website within 15 minutes (this will apply when the new bespke system is transferred nt visitsctland.cm). Yu can save and publish a tur in any f the fllwing ways: Frm the bttm f a new tur page we highly recmmend yu preview yur tur first Frm yur dashbard - find the tur yu wish t publish, click the blue actins buttn at the right-hand side f the tur listing and select publish Yu can als publish expired r archived turs frm yur dashbard A green bar will appear at the tp f the page: tur was successfully updated Dashbard status will change t published 9

10 Save and unpublish yur tur listing s it is n lnger live n visitsctland.cm Saved and unpublished tur listings will remain in yur dashbard and can be edited r published in the future Yu can save and unpublish a tur in any f the fllwing ways: Frm the bttm f yur tur page Frm yur dashbard - find the tur yu wish t unpublish, click the blue actins buttn at the right-hand side f the tur listing and select unpublish Dashbard status will change t unpublished MANAGE YOUR PROFILE AND TOURS - YOUR DASHBOARD [back t cntents] Yur dashbard is yur central hub t manage yur peratr prfile and tur listings. If yu are nt already in yur dashbard yu can access it by selecting dashbard frm the tlbar n the tp right f any page All turs are in yur dashbard, whether they are draft, published r unpublished The table belw details hw t use yur dashbard t manage yur prfile and listings. Dashbard ptin Hw t Edit yur peratr infrmatin Click the blue edit buttn in the tp right crner f yur dashbard page Add a new tur See page 5 In the turs sectin, yu will see the name, descriptin, last updated date and status f all yur tur listings 10

11 Dashbard ptin View existing turs Hw t Click n the blue actins buttn at the right-hand side f any tur listing t edit, duplicate, publish, unpublish, r preview yur tur listing Find a tur Use the search functin t find specific turs Filter the list by draft, published r unpublished turs Edit a tur Yu can edit any details f an existing tur at any time In the turs sectin find the tur yu wish t edit, either click the name f the tur r click the blue actins buttn at the right-hand side f the tur listing and select edit tur Once yu have edited yur tur yu will have 4 ptins: 1. Save as draft 2. Preview 3. Save and publish 4. Save and unpublish Preview a tur In the turs sectin find the tur yu wish t preview, click the blue actins buttn at the right-hand side f the tur listing and select preview tur / view live tur Publish a tur In the turs sectin find the tur yu wish t publish, either click the name f the tur r click the blue actins buttn at the right-hand side f the tur listing and select edit tur At the bttm f edit tur page, select save and publish We highly recmmend yu preview yur tur befre yu publish it n visitsctland.cm Yu can als publish expired r archived turs A green bar will appear at the tp f the page: tur was successfully updated Status will change t published and yur listing will be live and visible n visitsctland.cm within 15 minutes (this will apply when the new bespke system is transferred nt visitsctland.cm) Duplicate a tur Yu can duplicate existing turs t save time when creating additinal turs with similar infrmatin In the turs sectin find the tur yu wish t edit, click the blue actins buttn at the right-hand side f the tur listing and select duplicate tur 11

12 Dashbard ptin Hw t The duplicated tur will appear in the turs sectin f yur dashbard, with the same name as the riginal tur fllwed by the wrd cpy Use the edit tur functin t edit the duplicate tur, changing tur name and details as required Duplicated turs will autmatically save as a draft tur, whether they were cpied frm a draft r a published tur Unpublish a tur Yu can unpublish existing turs if yu wish t remve a tur listing frm visitsctland.cm Unpublished turs will remain in yur dashbard and can be edited r published in the future There are 3 ways t unpublish a tur: 1. Save and unpublish at the bttm f the tur page - find the tur yu wish t unpublish, click int it then click the grey save and unpublish buttn at the bttm f the page 2. Set an expiry date n yur tur listing in the add a tur r edit tur page the listing will autmatically be unpublished when the expiry date is reached 3. Click the blue actins buttn t the right f the relevant tur, select unpublish Status will change t unpublished FREQUENTLY ASKED QUESTIONS [back t cntents] What if I frget my lgin details? If yu have frgtten yur passwrd - fllw the frgt yur passwrd link n the lgin page. Enter yur address and click send reset link. Yu will receive an with details f hw t reset yur passwrd. If yu have frgtten the address yu registered with cntact us at D I still have access t the ld Extranet? Yes, yu can still access this if yu wuld like t use cntent frm yur previus tur listing. These details will be archived when the new bespke system is transferred nt visitsctland.cm and will n lnger ppulate listings, r appear, n the website. If yu have additinal nn-tur web listings, these will still be accessed and updated via yur Extranet. 12

13 Hw lng will it take my tur peratr prfile t be reviewed and activated? The team will aim t review and activate yur accunt within 2 wrking days during ur ffice hurs (Mnday t Friday, ). Yu will receive an ntificatin as sn as yur accunt has been apprved. Please als check yur junk/spam flders. Cntact if yu wuld like t speak t smene abut yur accunt. Hw d I include my VisitSctland Quality Assurance award and Welcme Schemes? These are system generated and will autmatically appear n yur listing within 24 hurs f yu publishing it. Please cntact us at if these d nt appear. When can I see my tur listing n The new listings will be live n visitsctland.cm at the end f May. After this date, any changes yu make t yur tur listings will be visible n the website within 15 minutes. Can I access the TMS n a mbile device? TMS is nt currently mbile cmpatible. 13

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