Skip to main content

Notes & Tasks on tours

Tours now support internal notes and tasks, the same way individual bookings do. The difference at the tour level is that you can create one task that applies to every booking in the tour at once — and complete them together — which is ideal for tour-wide to-dos such as collecting passports, confirming rooming lists, or chasing final payments.

Where it lives​

Tour Administration → All tours → open a tour → Notes tab / Tasks tab.

Key capabilities​

  • Add internal notes to a tour, visible to staff only (never shown to customers)
  • Organise notes by category
  • Create tasks on the tour with an assignee and a due date/time
  • Create a single task that is applied to all bookings in the tour with one tickbox
  • Complete the task for all of the tour's bookings together
  • Track outstanding vs. completed tasks from one place

User roles​

RoleDescriptionKey actions
Company AdminStaff using the Vaylo Admin PanelAdd notes, create and assign tasks, create and complete tour-wide tasks

Notes​

Internal notes are visible to staff only and are never shown to customers.

Note categories: All, Ekonomi, Transport, Allmänt, Flyg, Beroende

Add a note​

Steps:

  1. Open the tour and go to the Notes tab.
  2. Click + New Note.
  3. Enter the text and select a category.
  4. Click Save.

Click on any note to edit it.

Tasks​

Create to-do tasks linked to the tour.

Create a task​

Steps:

  1. Open the tour and go to the Tasks tab.
  2. Click + New Task.
  3. Enter the title, details, assignee, and due date/time.
  4. Click Create task.

Completed tasks move to the Completed section. Use the Sorted by dropdown to reorder tasks.

note

Task reminder emails are sent based on the time zone set in System Administration → Administration → Basic Information.

Create a task for all bookings in the tour​

This is the key advantage of managing tasks at the tour level: instead of adding the same task to each booking one by one, you can create it once for the whole tour.

Steps:

  1. Open the tour and go to the Tasks tab.
  2. Click + New Task.
  3. Enter the title, details, assignee, and due date/time.
  4. Tick Apply to all bookings in the tour.
  5. Click Create task.

The task is then added to every booking in the tour, so it appears on each individual booking's Tasks tab as well.

tip

Use this for anything that has to be done for every traveller on the tour — for example "Collect passport details" or "Confirm dietary requirements" — so nothing is missed on an individual booking.

Completing tasks across the tour​

A tour-wide task can be completed for all of the tour's bookings in one action, rather than opening each booking separately.

Steps:

  1. Open the tour and go to the Tasks tab.
  2. Find the tour-wide task.
  3. Mark it complete.
  4. The task is completed for all of the bookings it was applied to and moves to the Completed section.
note

You can still open an individual booking and complete or reopen its copy of the task there if you need to handle a single traveller differently.

Can't find what you're looking for?Email support@vaylo.com →