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 your TourCMS Marketplace.
- 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 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 Availability step, the External product ID will be: AccountID_ChannelID|UniqueID|SINGLE
NOTE: Tours set with opening hours (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.
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.
We know from experience that most of these errors are due to discrepancies between the availability in the GetYourGuide extranet and your departures in TouCMS. When you close a departure in TourCMS, that departure won’t be bookable anymore, but it will still be visible in your GetYourGuide extranet. That means that a customer will be able to start a booking for that departure, but it will eventually fail, and GetYourGuide will receive an error notification from your product.
What can you do to prevent this from happening? When you close or delete departures in TourCMS, make sure you delete those availabilities in your GetYourGuide extranet as well. You just need to go to the tab Availabilities >Month >Edit, then delete the departure(s) you closed in TourCMS and Save.
Last but not least, you should note that GetYourGuide only accepts tours with a cut off of fewer 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.