Booking Engine
Payment flows: Minimum deposit, balance payment, payment reminders, and more
Overview This feature allows you to configure a minimum deposit for a tour along with a payment deadline. If the minimum deposit is not paid before the specified deadline, customers will no longer have the option to pay just the deposit. Instead, ...
Urgency triggers
Quick Overview What are Urgency Triggers? Enable urgency triggers for your account Important note before going live with urgency triggers Where are the Urgency Triggers displayed? Tour pages > Dates & Rates section Collection pages > Date-based ...
Advanced: Sharing seats across different trips
Overview The option to share seats across trips becomes essential in scenarios where the booking for one trip directly influences the availability or inventory of another trip. This situation commonly arises when multiple tours share common resources ...
Shared vs. Private Trips
Overview This is the very first setting when creating a tour and has a big impact on how your tour inventory (number of available seats will be managed). Shared Trip Shared trip is for someone who is willing to share the trip with other participants. ...
Integrate your Payment Processor (Detailed)
Overview Payment processors allow you to collect online payments from your customers. Vacation Labs has integrated with several processors that are ready to use with just a few clicks: https://www.vacationlabs.com/integrations/ If you are subscribed ...
Setting Up Post Booking Form
Overview In addition to the regular booking form (where customers provide details during the booking process), Vacation Labs also offers a Post Booking Form. This form is sent to customers after their booking is recorded. With this setup, you only ...
Setting Up Flexi Payment Link
When tour prices are high, most travellers find it difficult to make payments of large amounts at once. In orde to make it easier for your, you allow the option of partial payments. But, this makes recovery tedious when a group of travellers decide ...
Sending booking related email notifications to non-users
You can send the Booking related email notifications not just to the admins and users but also to anyone from your team who does not have access to the CMS as well. You can simply add the emails and keep the respective person updated with the booking ...
Creating a Passenger Form with Extra Booking Fields
While the default booking form allows your customers to provide their contact details(Name, Email, Phone), you can attach additional Passenger Form to each trip and ask additional information from each passenger. Please follow the steps below to ...
Adding booking form message
Vacation Labs system allows you to display a message on the booking form, either for all trips, or specific trips. You can, for example, use this to communicate specific instructions related to the booking process, or promote a special ...
How to make Title/salutation optional in booking form?
Title/salutation field (i.e. Mr/Mrs/Miss) of the primary contact details on the booking form is by-default set to mandatory, but you can choose completely disable the field or keep it optional. Please follow the below steps to see how to disable the ...
Managing the default Booking Terms URL
Booking Terms and Conditions are a mandatory part of the checkout process. Customers must agree to them to complete a booking. This article explains how to set a default URL that contains your terms. This URL will be automatically linked during ...
Record a payment collected offline
This article explains how to manually record a payment you have received outside of the online payment system, such as cash, direct bank transfer (NEFT/IMPS), cheque, or card payment via a physical swiping machine. When to use this: Use this process ...
Setting up a Post confirmation redirect URL
Once a customer completes a purchase, the booking process is over and most likely the user will now leave your website. By using the option to setup a Post confirmation redirect URL you can redirect your customers to visit your Facebook or Instagram ...
Sending invites to Agents
Vacation Labs allows you to create Agent accounts so that these agents can sell your tours and activities on your behalf. All the bookings recorded by any agents are synced automatically in your main admin account, so need not worry about which ...
Recording an offline booking
This guide explains how to manually create a booking in your system for customers who book in-person, over the phone, or through any other offline channel. Steps to Record an Offline Booking 1. Access the Bookings Section Log into your Vacation Labs ...
Cancelling or rejecting bookings
Vacation Labs allows you to have full control on the bookings and cancel/reject the bookings with one single click if you want. Please follow the below steps to cancel the bookings, Login into Vacation Labs Click on Bookings Select the booking which ...
Adding customers to the database without creating a booking
A customer database in Vacation Labs back-office is a central location wherein you can find any customer's details who has made a booking. Having a customer database helps you in offering discounts to a group of shopper, grouping them and making a ...
Customer tags for Coupons and Discounts
A Customer Tag is used to classify or organize your customers into groups for example: Premium members, Frequent buyers, Trekkers etc. Tagging customers helps you in creating discount coupons so that you don't lose your frequent customers and offer ...
SMS notification templates
Vacation Labs Bookings Management system allows you to send SMS notifications to your customers whenever they book a tour with you. These SMSs follow a standard template and automatically pickup all the relevant information from the tour and the ...
Enable/Disable SMS notifications for your customers
Our bookings management system allows you to send SMS notifications to your custom ers when they book a tour. There are 3 types of SMS notifications available at the moment: Booking Confirmation SMS Pre-trip Reminder SMS Payment link SMS If you are ...
Different Booking Status
Once a Booking is recorded in the back-office it can be in either a Confirmed, Unconfirmed, Cancelled, Pending Inquiry, Rejected, Cart Abandoned. This states helps you get the overview of any customer booking quickly. Different Booking Status: ...
Sync your departures with Apple, Google or Microsoft Calendar
As a tour operator, you're often on the move. It can be challenging to track your upcoming departures without constant access to a laptop. You can solve this by syncing your Vacation Labs departures directly to your digital calendar (Google, Apple, ...
Modifying Email Templates
Modifying Emails & SMS This section allows you to modify the text for the customer-facing emails for eg Booking confirmation email, Booking modification email, Skipped Payment link email, Cancellation email, etc. Please follow the below steps to ...
Setup taxes or fees for bookings
Here's how you can setup taxes or service fees for your trips in Vacation Labs: While logged into your Vacation Labs account, click on Settings and then Taxes and Fees Click on the New Tax button on the top right Next, you can give it a name and ...
Configure and customize your storefront
You can customize your storefront to have the look and feel like your website or to match your branding. You can add your logo, banner & background image. You can even add custom headers & footers. Let’s see how to do this: Upload your logo. The logo ...
Using the Vacation Labs dashboard
Overview The Dashboard is your home screen in the Vacation Labs booking system. It provides: A calendar view with trips displayed on their departure dates and the number of bookings highlighted. Options in the header to search for bookings, switch ...
Creating coupons & managing discounts and offers
Coupons let you offer discounts and promotions on your Vacation Labs booking website. Here’s how you can create and activate them: Create a New Coupon Go to Products > Promotions and click + New Discount and choose Discount with Single Coupon Code. ...
What is a storefront
Apart from a booking engine, Vacation Labs gives you a fully optimized pages to beautifully showcase your tours and other landing pages. Your storefront is where customers can view your trips, rates, & availability. They can inquire for more details ...
How to Filter, Search, and Export Your Bookings
This article explains how to use the powerful filtering and search tools in the Bookings tab to quickly find the information you need and export it for your records. How to Access and Use Booking Filters All your bookings are managed through the ...
Integrate with your website
If you are not subscribed to the Vacation Labs Website builder because you already have your own website, then you can use our integration widgets to connect your website with the booking engine. There are 5 types of widgets available under ...
Setting up Prices and Rates
Overview Price is an important variable in the tourism market. Many tour operators out in the market are selling the same tour as yours and price play an important role while distinguishing between them. Therefore, setting up your prices and rates ...
Calendar: Opening/ Closing dates and managing them
Open dates/open for booking and Closed dates/closed for bookings are the 2 terminologies that are used in the Vacation Labs booking system in relation to dates available for booking or not. The Calendar section allows you to open your tour to accept ...
Creating a Booking Form with Extra booking fields
By default, every booking form collects your customer’s basic contact details such as Name, Email, and Phone Number. If you need additional details (like Age, Address, Dietary Preferences, or any other custom input), you can attach an Extra Booking ...
Rearrange Form Fields in Booking/Passenger/Inquiry Form
This guide will walk you through the steps to change the display order of fields in your trip's booking forms. You can manage fields for the main Booking Form, the Passenger Details Form, and the general Inquiry Form from the same location in your ...