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A guaranteed departure is a tour with a fixed date and a limited number of seats: agencies reserve seats on this tour. Departures are listed in the «Garanti Departlar» (guaranteed departures) menu.

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Who sees it

  • The menu depends on the «Departlar» (departures) module. It is seen by «Yönetici» (manager) and «Operasyon elemanı» (operations staff).
  • These screens show no amount, exchange rate or invoice information.
  • Departures and reservations are not deleted; they are cancelled. The only record that can be deleted is a bus to which no reservation is assigned.

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The departure list

The list has two tabs: «Gelecek Departlar» (upcoming departures: those leaving today or later, the nearest at the top) and «Geçmiş» (past: the most recent at the top). Each row shows the tour name, the departure and return dates, the status, the occupancy, the number of agencies, the number of buses and the warnings. The occupancy bar is green if more than five seats are left, yellow if one to five are left, and red if no seats are left or the capacity has been exceeded. Warning badges:
  • «KAPASİTE AŞILDI» (CAPACITY EXCEEDED) — the number of people counted towards occupancy is above the capacity.
  • The number of people with no bus assigned — if buses have been added to the departure and some reservations have no bus assigned.
  • The number of reservations with a missing flight.
You can filter by status and by a range of departure dates. The «İşi kalanlar» (work outstanding) filter shows the departures whose capacity is exceeded, whose bus is not assigned or whose flight information is missing. To open a departure, press the «Panoyu Aç» (open board) button in its row.

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New departure

  1. In the list, press the «Yeni Depar» (new departure) button.
  2. Fill in the «Tur adı» (tour name), «Kapasite» (capacity), «Kalkış tarihi» (departure date) and «Dönüş tarihi» (return date) fields. The return cannot be before the departure.
  3. In the «Diller» (languages) field, choose the tour’s guide languages.
  4. If needed, write an «İç not» (internal note); this note is for the team and does not go to the agency.
  5. Save.
The capacity is a sales ceiling: you set it according to the plane, bus and hotel occupancy; it is not calculated from the bus capacities. If you lower the capacity below the reservations, the departure carries the «KAPASİTE AŞILDI» badge.

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The departure’s statuses

A new departure opens in «Satışta» (on sale) status and passes through these statuses in order: «Satışta», «Satış durduruldu» (sales stopped), «Kesinleşti» (definite), «Tamamlandı» (completed). «İptal» (cancelled) can be chosen from any status; a cancelled departure cannot be reopened. Agencies can enter reservations only for a departure in «Satışta» status. In the other statuses the operator can still enter a record; the screen warns first and asks for confirmation.

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The departure board

The board gathers all of a departure’s information on one page; the page’s title is the tour’s name. The «Depar Özeti» (departure summary) card at the top of the board shows the status, dates, languages, occupancy, warnings, the number of people per bus and the total bus capacity. If the «Müşteriler» (customers) module is switched on, the «Acente Kırılımı» (agency breakdown) card shows how many people each agency has reserved. The board’s buttons:
  • «Düzenle» (edit) — opens the page for editing the departure’s details.
  • Moving the status forward — the button’s name changes with the next status: «Satışı Durdur» (stop sales), «Deparı Kesinleştir» (make departure definite) or «Tamamlandı İşaretle» (mark as completed). You are not asked to confirm.
  • «Geri Al» (undo) — moves the status back one step. Only the manager uses it.
  • «Deparı İptal Et» (cancel departure) — done by writing an «İptal nedeni» (cancellation reason). Reservations and buses are not deleted; the departure’s guests drop out of the driver list and the copied transfer text.
  • «Anket» (survey) — the departure’s guest survey (Guests and surveys).
The board’s tables sit one under the other: «Otobüsler» (buses), «Rezervasyonlar» (reservations) and «Anket Yanıtları» (survey responses), which is visible to the manager. A change you make in one table updates the rest of the board automatically.

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Buses

The guide and driver information is kept on the buses.
  1. Press the «Otobüs Ekle» (add bus) button.
  2. Fill in the «Otobüs adı / plaka» (bus name / number plate) field; this is the only required field.
  3. If you know them, fill in the «Kapasite», «Dil» (language), «Rehber» (guide) and «Şoför / Tedarikçi» (driver / supplier) fields. If you leave the capacity empty, no overflow warning is calculated for this bus.
You change a bus with «Düzenle» and delete it with «Otobüsü Sil» (delete bus). If reservations are assigned to the bus, deletion is disabled: remove the assignments first.

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Reservations

Reservations come in two ways:
  • The operator enters them with the «Yeni Rezervasyon» (new reservation) button on the board.
  • The agency enters them with the «Rezervasyon Gir» (enter reservation) button in the agency portal (Agency portal).
A reservation’s status is «Opsiyon» (option), «Kesin» (definite), «Bekleme listesi» (waiting list) or «İptal». Only «Opsiyon» and «Kesin» records count towards occupancy.

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New reservation

  1. Press the «Yeni Rezervasyon» button.
  2. Choose the «Acente» (agency, required if the «Müşteriler» module is switched on) and enter the «Pax». These are the only required fields; the guest name, flights, reference and language can be completed later.
  3. Choose the «Durum» (status); a new record is «Opsiyon» by default.
  4. If you know them, fill in the «Misafir» (guest), «Dil», «Varış uçuşu» (arrival flight), «Varış zamanı» (arrival time), «Dönüş uçuşu» (return flight), «Dönüş zamanı» (return time) and «Acente referans no» (agency reference no.) fields.
  5. Press the «Kaydet» (save) button.
If the number of people exceeds the capacity, a warning appears in the form. To enter the record anyway, tick the «Kapasite aşımını onaylıyorum» (I confirm the capacity overrun) box; from then on the departure carries the «KAPASİTE AŞILDI» badge. The confirmation box also appears when you enter a record for a departure that is closed to sales. No new reservation can be entered for a cancelled departure.

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Changing a reservation

  • «Düzenle» — changes the record’s fields. If the «Transferler» (transfers) module is switched on, the transfer details are entered here too: hotel, contact phone, greeter, transfer vehicle and return pick-up time.
  • «Kesinleştir» (make definite), «Opsiyona Al» (put on option), «Bekleme Listesine Al» (put on waiting list) — change the status with one click. If the change would exceed the capacity, you are asked to confirm.
  • «Rezervasyonu İptal Et» (cancel reservation) — cancels the record. Cancelling is not deleting: the record stays faded in the list and the seats are released.
  • Assigning a bus — click the bus cell in the row («Otobüs Seç» (choose bus)), choose a bus and press the «Ata» (assign) button. You can also select several rows and assign them together with «Otobüse Taşı» (move to bus). Exceeding the bus capacity is not prevented; it appears as a warning.
If the reservation’s language differs from the bus’s language, the «Dil uyuşmuyor» (language mismatch) badge appears; if the flight time is missing, the «Uçuş eksik» (flight missing) badge appears.

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Records entered by agencies

If the «Acente Paneli» (agency panel) module is switched on, agencies enter reservations for the departures on sale themselves. These records always arrive in «Opsiyon» status and appear on the board together with the other records:
  • The row carries the «Acente (B2B)» (agency, B2B) badge.
  • If the agency has written further information, «Acentenin ek bilgisi var» (the agency has further information) appears below the guest name; the full information is in the «Acente kaydı» (agency record) section of the «Düzenle» window.
Agencies cannot exceed the capacity. When you change a record’s status, edit the record or assign a bus to it, the record is locked for the agency; the agency then contacts you for any change.