Start off by signing up on https://gyg.me/tourcms. Once you have a contract in place with GetYourGuide you can start the mapping process between your TourCMS account and Your GetYourGuide extranet products.
For flawless mapping keep in mind what we call “the four pillars of mapping”. Each mapping must consist of AccountID, TourID, Offer (starting times /supplier notes), and Rates. This information should always be consistent in both systems.
Here’s a quick guide on how you can do the mapping of your products yourself.
1. What to do on TourCMS
You must create the connection to GetYourGuide on the correct TourCMS channel and set the agent connection permission to ‘Trusted Travel Agent'.
2. What to do on your GetYourGuide extranet.
Go to the product you want to connect and click on ‘Edit Option’ and then go to the tab Availability.
In the Availability tab, you will have to choose TourCMS / Palisis as your booking system and you then insert an External product ID (that we also call the ‘mapping code’).
The External product ID is formed as follows :
We can break this code down into 4 pieces of information:
- Account ID: This is your TourCMS account ID.
- Channel ID: You can check this in Partners -> Data Quality. If your account features multiple channels, make sure to use the channel actually connected with GetYourGuide.
- Unique ID: This is the identifier of each one of your products in TourCMS. You will find it under Set up -> Operations/Suppliers.
Notice the Unique ID is always formed by two letters, the account ID and the ID of the tour. If you don’t know or don’t remember your account ID, you can also check it here. In the image above, 14091 is the Account ID, and 1 is the ID of the Tour within TourCMS.
- Departure info: The last piece of information of the External product ID will depend on how many departures are configured in TourCMS (single departure per day, multiple departures per day with different starting times, multiple departures per day with different supplier notes, etc.). Let’s see the different possibilities:
2.1. Single departure per day.
You will create a product (single option) in your GetYourGuide extranet. On the Pricing step, the External product ID will be: AccountID_ChannelID|UniqueID|SINGLE
NOTE: Tours set up with opening hours on TourCMS (for example, Hop on Hop off tours) will use the same External Product ID as a single-departure tour adding |OPENINGHOURS.
In the Availability section of your GetYourGuide extranet, you should select “Customers can arrive anytime during operation or opening hours”.
Make sure the start and end time of the operation in TourCMS and the operating hours in GetYourGuide match.
2.2.Several departures per day with different departure times.
If you have several departures per day differing just on the starting times, the External product ID will be AccountID_ChannelID|UniqueID|
2.3.Several departures per day with different supplier notes (same time set/no times set):
If you have several departures per day with no time set or starting at the same time but having different supplier notes (for example, multilingual tours), the External product ID will be AccountID_ChannelID|UniqueID|NOTE_SupplierNote
For example, if you have two departures of a tour at the same time but in different languages, you might have configured two different supplier notes in TourCMS, as in the example below:
In this case, you should create two options in GetYourGuide:
- Option 1: Tour A in Italian (supplier note IT In TourCMS).
- Option 2: Tour A in English (supplier note EN in TourCMS).
For example, the External product ID for Option 1 will be:
Once an option is fully set up and correctly connected following the procedure outlined above, the availability (departures) will be automatically pulled from TourCMS.
If your product has multiple departures a day and multiple options (for example, different language options), you can set up your Supplier Note on TourCMS in the following format - LANGUAGE_TIME:
You would then need to create matching option IDs on GetYourGuide's portal. Each Supplier Note on TourCMS would need to have its separate option ID on GetYourGuide for the mapping format AccountID_ChannelID|UniqueID|NOTE_SupplierNote to work.
Alternatively, if you prefer to set up less options on GetYourGuide's Supplier Portal, you can use the following format for the External product ID: AccountID_ChannelID|UniqueID|NOTE_SupplierNote[*]
Please note, there is no space before [*]. The [*] will notify TourCMS to match the departure time transmitted by GetYourGuide to the same departure time in TourCMS out of the multiple departure times available for that day. The Supplier Note will identify the option chosen by customer. For example, English, German, Spanish if language choice is to be identified.
3. Availability errors and the importance of properly maintaining your extranet.
GetYourGuide keeps a record of product failures, and when they receive too many errors from a product, they disconnect it. The process of re-connecting a product will take a minimum time of two weeks. This is why it is crucial that you properly maintain your extranet.
In the past, most of these errors were caused due to discrepancies between the availability in the GetYourGuide extranet and your departures in TouCMS.
Fortunately, GetYourGuide availability is now being automatically updated with the capacity set up in TourCMS. This means that changes in TourCMS departures will push availability updates in real-time to GetYourGuide, helping to reduce availability errors for your products on the platform. Keep in mind that these products should also be whitelisted, which can be reviewed by TourCMS support team if needed.
If you are using a subsystem integration you should keep an eye on changes made in it. Changes in your subsystem that are not automatically updated with TourCMS may result in further errors. For example, if you close a departure in your subsystem and the departure is not closed automatically in TourCMS, it is possible that a booking is started from GetYourGuide but an error will be received due to the departure being closed in your subsystem.
We advise you to regularly check and maintain your TourCMS account (or your subsystem if you have an existing integration with TourCMS in place) and GetYourGuide extranet to close departures in TourCMS? in order to avoid any discrepancies.
Last but not least, you should note that GetYourGuide only accepts tours with a cut off of less than 24 hours. Having a longer cut off on TourCMS could also cause an error in the booking process.
Do not hesitate to write to firstname.lastname@example.org if you still have any doubts regarding the mapping process.
GetYourGuide new implementation.
In order to ensure a seamless customer experience GetYourGuide launched a new product deactivation system: Any connected products affected by an invalid no availability error will be automatically taken offline. They will immediately notify Palisis and you via email.
What action is expected?
- Contact Palisis support (email@example.com) if you do not know how to fix the issue.
- Do not reply directly to the email notifications.
- Any configuration changes should be made in GetYourGuide Supplier Administration.
- Once the issue is resolved, you should reactivate the product in the GetYourGuide Supplier Administration.