Terminology
Entities
Every company, and booking system, organizes suppliers/properties/room types/products differently. Entities are what TourConnect uses to describe that hierarchy. For example, (Supplier > Property > Room Type) or (Property > Option). Check your TourConnect-AI supplier settings to see what entities your organization has set up.
Add a supplier/product
To add a supplier or product to your data set, go to your TourConnect-AI supplier settings
Click “Add Supplier Data” button
You must add all levels of data, so that the system can accurately identify products
Search for a supplier/product
To confirm if a supplier or product is in your data set, go to your TourConnect-AI supplier settings
Simply type in the name of the entity and interact with the search results in the table below
Add an email
If an email does not match a top level entity (typically a supplier or company), you can simply add the email within the TourConnect Add-In itself
Click on the Emails link below the top level entity in the TourConnect Add-In
Re-open an email from the email you just added, and the system should now match the email to the appropriate entity.
Add an alias
If a partner names their products slightly differently than the way you have them named in your system, you can add an Alias. For example, you call a room the “Deluxe City Room” yet the supplier calls the room the “Deluxe City Standard”, you can add “Deluxe City Standard” as an alias to improve the data extraction results.
Click on the Aliases link below the top level entity in the TourConnect Add-In
Re-open the email with the products you would like to match, and the products should now match.
Find an ID
If you want to know what the ID is for any entity, simply click on the Aliases and you can find the ID under the entity name.
Manually process a closeout
You can process a closeout by simply using the data entry form at the top of the TourConnect-AI Add-In.
Select which entity you would like to closeout (usually a supplier, property, or product)
Select which dates you would like to closeout. You can close out more than one date range by clicking the “+” next to a date range. You can also remove a date range by clicking the “-”
You can export the closeout to your booking system directly (bypassing the queue) by simply clicking the red arrow icon.
You can add the closeout to the Queue so that it can be reviewed further, or exported in a group, by simply clicking the blue “+” icon.
Working with the Queue
A green check mark next to a queue item means that the item has matched with your products. A red X means data was extracted but does not match any of your products. If no data matches your products, double check your supplier data. Remember, you can add an Alias to help with matching.
You can modify or delete an item in the Queue by clicking the blue pencil icon or the red x icon.
You can clear the Queue by clicking the pink bin/trash icon.
You can re-run the AI data extraction by clicking the light bulb icon. Then, select what you would like to run the data extraction against: the email body, an attachment, or all attachments.
You can export the closeout(s) in the Queue by simply clicking the blue arrow button.
Tourplan closeout settings
You can adjust how you want the closeouts to be exported into Tourplan. Bkd Qty uses the total number of bookings that already exist for that room type (so no more bookings can be taken). Use Existing means the release back days will not be changed.
You can adjust how you want the re-opens to be exported into Tourplan. You can add a minimum night stay by ticking the box. Use Mode means the system will check the 14 days on either side of the closeout for the most commonly occurring number (essentially, this should generally match the number your organization usually uses for each setting).