allow you to manage the time allocated for each experience. This ensures accurate scheduling and resource allocation, allowing you to meet guest expectations. For example, you can define exact start and end times for a tour, providing clear booking options.
Accessing this feature
Go to Experiences.
Choose the specific experience you wish to configure by clicking its name.
Within the experience editor, locate and click on the Duration & Timing tab.
How to use it
Using this feature, precise configuration of experience duration is critical for managing availability and guest bookings. Follow these steps to set up or modify duration settings for your experiences:
Select Duration Type: Upon accessing the Duration & Timing tab, you will be presented with options to define how your experience's duration is managed.
Fixed Duration: For experiences with a set, unchangeable length (e.g., a 2-hour tour). You will input the total duration in hours and minutes.
Time-Slot Based: For experiences offered at specific, pre-defined intervals (e.g., a 9:00 AM, 10:30 AM, 12:00 PM session). This option allows you to set specific start and end times for each available slot.
Flexible Duration: For experiences where guests can choose their preferred length from a range (e.g., a bike rental for 1-4 hours). You will define the minimum and maximum allowable durations.
Define Experience Length (Fixed & Flexible Durations):
If using Fixed Duration, enter the exact hours and minutes for the experience's total length.
If using Flexible Duration, specify the minimum and maximum hours and minutes a guest can select for their booking.
Configure Time Slots (Time-Slot Based Duration): For Time-Slot Based experiences, click "Add New Slot" to create specific booking opportunities.
Enter the precise Start Time and End Time for each slot. Ensure these times account for the full experience, including any necessary setup or pack-down periods.
You can add multiple slots for a single day and specify their availability across different days of the week or specific dates using the associated scheduling tools.
Set Buffer Time: Implement a buffer period between consecutive bookings to allow for preparation, cleaning, or staff breaks. This ensures smooth transitions and maintains service quality. Enter the required buffer duration in minutes.
Manage Availability Windows: Define the days and times when your experience is available for booking. This can include:
Daily Availability: Set standard operating hours for each day of the week.
Specific Date Overrides: Create exceptions for holidays, special events, or maintenance periods by setting unique availability for particular dates.
Synchronise with Resources: If your experience relies on specific resources (e.g., guides, equipment, venues), ensure the experience duration is synchronised with the availability and capacity of these resources. This prevents overbooking and operational conflicts.
Review and Save: After configuring all duration and timing settings, thoroughly review your selections. Confirm that the durations, time slots, and availability windows accurately reflect your operational plan. Click Save to apply your configurations.
Key Capabilities:
Define Exact Experience Lengths: Set precise durations for tours, activities, and services, ensuring accurate scheduling and guest expectations.
Schedule Specific Time Slots: Offer experiences at fixed, pre-determined start and end times, optimising resource utilisation.
Implement Flexible Duration Options: Provide guests with the ability to choose their preferred booking length within a defined range.
Integrate Buffer Periods: Automatically allocate time between bookings for preparation, cleaning, and staff transitions.
Manage Comprehensive Availability: Control when experiences are bookable through daily schedules and specific date overrides.
Synchronise with Resource Calendars: Align experience durations with the availability of staff, equipment, and venues to prevent conflicts.
Tips
Account for Operational Overheads: When setting experience durations, include time for guest check-in, safety briefings, equipment distribution, and any post-activity pack-down. This ensures realistic scheduling and prevents delays.
Standardise Where Possible: For similar experiences, aim for consistent durations. This simplifies scheduling for your team and provides clarity for guests.
Regularly Review and Adjust: Periodically assess the efficiency of your configured durations. Guest feedback, operational data, and staff input can inform necessary adjustments to optimise flow and guest satisfaction.
Clearly Communicate Durations: Ensure the configured duration is prominently displayed to guests during the booking process to manage expectations effectively.
Use Buffer Times Strategically: Implement buffer times not just for logistics, but also to allow for unexpected delays or to provide a brief respite for staff, contributing to overall operational resilience.
Test Configurations: Before making new duration settings live, conduct internal tests to confirm that booking flows and availability calculations function as intended.
Need help?
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