Manage Transfer Windows - Arrival and Departure (Enhanced Itinerary Items)

Do you use spreadsheets to group people into arrival and departure transfers based on their arrival and departure flights and always worry that you haven't accounted for everyone?

Now we have a solution to that problem: Transfer Windows!

You'll be able to:

• add as many transfers (shuttles, limos, buses, etc) as you need on the trip
• add as many blocks as you need
• allocate people on the trip to those transfers
• see clearly when you've filled your transfers - so you know if you've got capacity for more people
• see clearly when you've allocated all your people - so you know if you need more or less transfers

• purchase a Custom Role for an external Travel Agent/Supplier or Group Leader to help Manage Transfers

Transfer Windows Explained - Product Workshop 

COMING SOON

How to Use Transfer Windows

Once you've purchased a license. You'll find a new option under MANAGE HIGHLIGHTS & ITINERARIES when you click to ADD ITEM.

Simply select the type of Enhanced Itinerary Item to set up an Transfer Item:

Select a Transfer Type to link this to the Flight data you are collecting via Forms.

• Arrival
• Departure

The name and Transfer Window date and times will show on the Trip Page Itinerary (and you still have the option to "Also show on Highlights").

Typically a tour will have an included Transfer Window, so we recommend using that time range. Then you can charge for special transfers that fall outside that window.

You can then manage Transfer allocation and know exactly when you're ready to lock your Transfers and export the allocations to send to the supplier that does the actual pickups.

How to Link Flight Information to Transfer Windows

When creating the Flight task form to collect flight information, make sure the API Field Names set for the matching form fields are:

• For Arrival flights:

  • ARRIVAL_DATE_TIME

  • ARRIVAL_AIRPORT_CODE

  • ARRIVAL_AIRLINE_CODE

  • ARRIVAL_FLIGHT_NUMBER

• For Departure flights:

  • DEPARTURE_DATE_TIME

  • DEPARTURE_AIRPORT_CODE

  • DEPARTURE_AIRLINE_CODE

  • DEPARTURE_FLIGHT_NUMBER

When done correctly, the flight information will appear in the allocation popup to assist you in allocating people to the right transfer.

Export File Format

When clicking to export, the downloaded file will include these columns. 

• Transfer

  • The label for this Transfer block

• Full Name of Traveler

  • Full name using the account preference for format - this could be first name first or last name first

• Flight PNR

  • API Field Name: PNR_RECORD_LOCATOR

• Phone Number

  • From the Profile and Registration Form

• Planner Note for this Traveler

  • HTML formatting will be removed

• If the Transfer Type is "Arrival", these field values are included:

  • ARRIVAL_DATE_TIME

  • ARRIVAL_AIRPORT_CODE

  • ARRIVAL_AIRLINE_CODE

  • ARRIVAL_FLIGHT_NUMBER

• If the Transfer Type is "Departure" , these field values are included:

  • DEPARTURE_DATE_TIME

  • DEPARTURE_AIRPORT_CODE

  • DEPARTURE_AIRLINE_CODE

  • DEPARTURE_FLIGHT_NUMBER

 

Who can Manage Transfers?

1. Team Members

• Team Members can "+ADD TRANSFER" (green button) by naming the room blocks
• Only Team Members can "EDIT BLOCK" (black button); Custom Roles typically do not have the access.
  

2. Custom Roles with limited access 

• • You can purchase a role that can only "ALLOCATE PEOPLE" (green button) and in the popup window: search, select Traveler names and "ALLOCATE" (red button) them into to the transfer

3. Custom Roles (purchase required if desired)

If you want some users to be able to access ONLY this feature, and you don't want to pay full Team Member user seat licenses for them, then Custom Role is your best choice. 

You will need to define what you want them to see, access, and edit in YouLi.

Contact us if you want to purchase a set of Custom Roles.

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Need more help? 

Reach out to the YouLi support team via a chat box at the bottom of your screen or submit a Support Ticket request. If you need more advanced support, schedule a 1:1 Consulting session with one of our experts, as we will walk you through the features and best practices.