With tour gifting , you can offer tour-related discounts and gift amounts to eligible clients. When a client has a scheduled tour, they may become eligible for tour gifts and tour discounts on vouchers booked through your desks.
The tour discount is calculated using a retention rate configured at the desk level, unless a vendor-specific retention rate is set. FareHarbor Desk uses the applicable retention rate to calculate the tour discount automatically.
Setting up tour gifting
To use tour gifting and , you must first enable the feature at the company level.
To enable tour discounts for your company:
- Click Settings in your Desk navigation.
- Select Company settings from the dropdown.
- In the Company Settings, navigate to the Tour discounts & gifting section.
- Enable Tour discounts & gifting
- Click Save.
Defining tour retention rates for desks
Once tour gifting and discounts have been enabled at the company level, you can set a retention rate for tour gifting at the desk level.
To define a desk’s retention rate:
- Click Manage from the Desk navigation.
- Select Desks from the dropdown.
- Edit an existing desk by clicking … or create a new desk by clicking + Add new desk.
- In the desk settings, navigate to Tour Gifting.
- Define your desired Retention rate for the desk.
- Click Save.
The retention rate you've defined is the percentage that your company retains from the allowable discount amount. A lower retention rate means lower prices for customers.
Check the Allow agents to edit Tour Gifting discount amount box if you would like to allow agents to override the calculated Tour Discount amount on vouchers booked at this desk. If disabled, the amount is always calculated automatically.
Defining tour retention rates for vendors
In addition to defining tour gifting retention rates for desks, you may also define retention rates for vendors. When set, vendor-level retention rates override the desk-level retention rate for the targeted vendor.
To set vendor-specific retention rates:
- Click Manage from the Desk navigation.
- Select Vendors from the dropdown.
- Edit an existing vendor by clicking … or create a new vendor by clicking + Add new vendor.
- In the Vendor tour gifting retention rate field, define a vendor-specific retention rate for tour gifting.
- Click Save.
Exclude products from tour gifting
To exclude specific products from Tour Gifting:
- Click Manage from the Desk navigation.
- Select Products from the dropdown.
- Edit an existing product by clicking … or create a new product by clicking Add new product.
- In the Product view, click the Product settings tab.
- Check the Exclude from tour gifting box.
- Click Save.
Once enabled, tour discounts cannot be applied to this product in voucher flows.
Configure properties and tour types
Configure and manage your tour properties. Properties are showrooms where presentations take place.
To create a tour property:
- Click Manage from the Desk navigation.
- Select Tour Gifting from the dropdown.
- Under Tour Gifting, click + New property.
- Enter property details such as name, address, and contact information.
- Add one or more tour types. For each tour type, define the:
- Name: The label used when selecting the tour type (for example: “Single”, or “Married”). This field is required.
- Max allowance: Caps the total incentive an agent can apply when booking this tour. This field is required and is entered in USD.
- Referral fee: The amount retained by your company for this tour type. This field is optional and is entered in USD.
- Assign one or more desks.
- Optional: add any relevant terms and conditions.
- Click Create.
Adding a tour
Once tour gifting is enabled and the retention rate is set, you can add a tour to a client in your Desk dashboard.
To add a tour for a client:
- Select the client from the Clients table in the Dashboard.
- Click Add tour from the options on the right side of the Client view.
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In the Add tour modal, enter the property, date, time, tour type, gifting amount, and reference information for the tour.
Note: by clicking on the (i) icon next to Gifting amount you can see the max gift allowance for the tour. - Click Create.
After you’ve added a tour for a client, you can now:
- Create voucher and apply the tour discount
- Apply an additional gift amount when issuing one or more vouchers.
Adding tour discounts to vouchers
To add the tour discount to a voucher, select the customer type for which you would like to apply the discount:
In the customer type overlay, toggle on the Apply tour discount option. The tour discount is automatically calculated based on the defined retention percentage. If the desk allows overrides, the agent can edit the discount amount. If overrides are disabled, the system uses the calculated amount.
Once you’ve toggled on the discount for your desired customer type, save the customer type and then click Save voucher.
The tour discount will not be available when the:
- client has no tour
- desk has no retention rate
- product is excluded from tour gifting
- line is using a manual rate that blocks tour discount use
Note: The tour discount appears in the voucher pricing and order summary.
Settling vouchers
To settle a voucher:
- Navigate to outstanding vouchers.
- Select the voucher.
- Click Settle.
During settlement:
- The voucher payment is collected.
- A deposit may be authorized based on the discounted value.
The deposit is handled later depending on the tour outcome. In addition to the discount, your tour gift will also be applied. During the settlement process, a hold is authorized on the total tour savings in case the customer does not participate in the tour. The payment hold is managed during the tour reconciliation process. Read more about this process in the Managing the final tour results section below.
Managing the final tour results
To update a tour result:
- Click Reconciliation from the Desk navigation.
- Select Tours from the dropdown.
- Locate the tour you’d like to update.
- Click … under the Actions column in the Tour reconciliation table.
- If the customer attended, select Mark as Attended. If the customer is ineligible, select Mark as Ineligible.
When a customer is marked as Attended, the Tour Result updates to Attended and the deposit is released.
If a customer has been marked as Ineligible, a modal overlay will appear prompting you to confirm that you would like to mark the customer as ineligible. Click Mark as Ineligible:
Once marked as ineligible, the Capture deposit overlay will appear. Click Confirm and the deposited amount will be charged, covering tour discounts and the gifted amount.
Once a tour result is recorded, the tour and related records are updated accordingly. Agent pay can then be reviewed and adjusted if needed.
Reporting
Data on tour discounts is available in the Tour Reconciliation Report as well as the Sales Analysis Report in the Reports section of FareHarbor Desk.
Tour Reconciliation Report
Tour Gifting data is available in the Tour Reconciliation Report. This report includes:
- Tour details and status
- Gift allowance and usage
- Discounted amounts
- Agent performance and payout impact
Sales Analysis Report
In the Sales Analysis Report, tour-related data is reported in dedicated columns including Tour Discount and Voucher Discount Allowed.
Frequently asked questions
Why can’t I see the Add tour option?
Ensure that Tour Gifting is enabled in Company settings and the customer does not already have an active tour.
Why can’t I select a property or tour type?
Check that the property is assigned to the desk and is not archived, and that the tour type is available.
Why can’t I enter a gift amount?
The amount may exceed the max allowance defined for the tour type.
Why don’t I see the Apply tour discount option?
Verify that the customer has a tour, the desk has a retention rate, and the product is not excluded.
Why can’t I capture a deposit automatically?
The authorization may have expired. Use a saved card or enter a new one to complete the charge.