Products

Products summarize an activity with all its characteristics.

General

What are products?

Products summarize an activity with all its characteristics. (For example an overnight stay at the Hotel Schweizerhof Lucerne with all the detail information)

Products consist of product templates and subproduct templates.

The following properties are attached to a product:

  1. Supplier (Attached to the hotel night is the supplier: Hotel Schweizerhof Luzern AG)
  2. Product category: (Category: 5-star Hotels)
  3. Location (Large: Switzerland, Medium: Lucerne)

A trip consists of several products. Products are therefore the basis for a trip.

In order to use products, services (main service and/or additional service) have to be assigned.

Products can be created in the administrator area and added to documents.

You can also create a new offer, add the elements and prices you like there and save the product to your library!

Product structure

Data for a product is always filled according to the same structure. This structure also shows the relations of all data among each other.

image-1654691712130.png

Product structure in advatra

In the application on advatra, the product structure is displayed in the form of a side menu on the product template and the subproduct template.
So you know if you are on the main product or subproduct template.

image-1654691734946.png

See the full structure of products

image-1654691744215.png



Product category types

Menu: Sales → Product categories

There are three product category types: Hotel, Land, Transfer.

Hotel
Overnight stays of all kinds

Transfer
transfers to the hotels or individual activities

Activities
activities during the day

Each product is assigned to one of the three main types.

Product category types are not the same as product categories. Different product categories can be assigned to product category types.

image-1654691868404.png

See the full product structure

image-1654692064723.png


Product categories

Menu: Sales → Product categories

Product categories are not the same as product category types. Different product categories can be assigned to product category types.

Product categories are important for the search function for product templates. Here, individual product categories can be entered and later assigned when creating new product templates. This is helpful for the search/filter function for product templates.

image-1654691868404.png

See the full product structure

image-1654692064723.png


Product templates

A product template summarizes an activity with all its features. (For example, an overnight stay at the Hotel Schweizerhof Lucerne). 

Different subproduct templates can be attached to a product template. 
(Product template: Hotel Schweizerhof Luzern, subproduct template 1: double room, subproduct template 2: suite with lake view)

The following properties are attached to a product template:

  1. Supplier (Attached to the hotel night is the supplier: Hotel Schweizerhof Luzern AG)
  2. Product category: (Category: 5-star hotels)
  3. Location (Large: Switzerland, Medium: Lucerne)

A trip consists of several product templates with the desired subproduct templates.

Product structure

Data for a product is always filled according to the same structure. This structure also shows the relations of all data among each other.

image-1654692620500.png

Create

Before you create a product template, you must have filled in the following information:
Supplier, Locations, Product categories, Image categories, Images

Create a product template incoming and fill in the detail information:

Supplier
As soon as you add a supplier, the fields Name and Mail will be filled in automatically, because the information is already stored in the supplier.

If you assign a supplier to the product template, all subproduct templates will automatically have the same supplier. However, you can overwrite these as you wish. If you want to store different suppliers for your subproduct templates, do not store a supplier in the product template.

Min. and Max. Person
If you have a product template where the maximum number of people cannot be defined exactly, such as a hotel, then only insert a minimum number of people. (Min. Person = 1)

Duration
Shows the duration of the activity in hours per day. A product template with the product category type "hotel" should always have at least a duration of 24 hours.

Mail
This email will be used for the automatic email generation features of the to-dos. Mostly this is the booking email address, like bookings@schweizerhof-luzern.ch.

Location
A Product template must be linked with a location.

If a product template has set one of them, the subproduct template can only use the next smaller entity. (Large > Medium > Small)

Product categories
Choose from your own created product categories.

Once you have created the product template, you can add more information on the product overview page like:

Subproduct templates

A subproduct template is always attached to a product template. A product template can contain several subproduct templates. 
(Product template: Hotel Schweizerhof Lucerne, subproduct template 1: double room, subproduct template 2: suite with lake view)

A trip consists of several product templates with the desired subproduct templates.

Product structure

Data for a product is always filled according to the same structure. This structure also immediately shows the relationships of all data among each other.

image-1654693134921.png

Create

Before you create a subproduct template template, you must have created a product template

Fill in the details:

Supplier, Date, Mail, Destination
When creating a subproduct template, it takes over the information from the main product for: Supplier, date, mail and destination.

If you have not assigned a supplier to your product template, you can store different suppliers on your subproduct templates. Here, too, you can overwrite them as you wish.

Location
A Product template must be linked with a location.

If a product template has set one of them, the subproduct template can only use the next smaller entity. (Large > Medium> Small)

Once you have created the subproduct template, you can add more information on the product overview page like:

Product notes

Menu: Sales → Product templates/Subproduct → Product note template

Note templates in different languages can be attached to a product. The note templates are displayed in the document as soon as the product is added.

Create and edit

Choose between internal and external note templates

Internal note templates are displayed in a document under Internal notes and cannot be included in an Itinerary.

External note templates are displayed in a document under Product notes and can be displayed in an Itinerary.

Note that the language of the notes must match the language of the document for the notes to be displayed. (The document language can be defined when creating or edited under Properties).

Opening times

Menu: Sales → Product templates/Subproduct templates → Opening times

Opening hours of product templates and subproduct templates can be stored directly on the respective template.

If you have two different opening times on a Monday, for example on Mondays from 11 am to 1 pm and from 7 pm to 11 pm, then you store one opening time on Monday at noon and a second one in the evening.

If you do not enter opening hours, the 24 hours simply apply. You do not have to enter opening hours from 00:00 - 23:59.

Holidays are entered globally into the system here: Holidays.

Services

What is a service?

  1. Services can be divided into main services and additional services.
  2. Several main and additional services can be created with different prices.
  3. Different prices are called price categories, one or more of which are assigned to products.
  4. Main services and additional services are always linked to a product template or a subproduct template.

Advantages of services

Structure of services

image-1654693341444.png

Additional service category

An additional service has an additional service category. With this, the services can be divided. This helps later while adding the product to an offer.


Additional service categories

Menu: Sales → Additional service categories

Additional services can be divided into additional service categories. These simplify the process of adding product templates to a document.

Create

  1. Create an additional service category
  2. Assign them to a category type hotel, country, transfer

To-do templates

Create to-do templates: Menu: Administration → Sales → Product templates → To-do templates
Use to-do templates/Generate to-dos: Menu: Companies → Company X → Documents (Offer, Confirmation)

What are to-do templates?

To-do templates are templates for to-dos that can be used again and again.

To-do templates are attached to a product template and are created directly there.

For example, the to-do template "Reserve a chauffeur" is attached to the product template “Limousine service”.
Or the to-do template "Check hotel availability" is attached to the product template “Viktoria Jungfrau Grand Hotel”.

image-1654694624017.png

Where are to-do templates used?

To-do templates are used in a document (offer or confirmation).  

For example, an offer is compiled with a limousine ride and an overnight stay at the Viktoria Jungfrau Grand Hotel. Now, to-dos can be generated from the to-do templates and added to the offer.

image-1654694661031.png

How are to-do templates created?

The administrator creates to-do templates directly in the product template: Administration → Sales → Product templates.

For example, the to-do template "Reserve a chauffeur" is attached to the product template "Limousine Service".
Or the product template "Viktoria Jungfrau Grand Hotel" has the To-do template "Check hotel availability".

Name
Name of the to-do template

Deadline in days
For example: 5 → When is the deadline of this to-do, based on the "due by" value.

Due by
from creation day: the to-do always appears 5 days after the document has been created
before start date: the to-do always appears 5 days before the start date of the trip

Type
the to-dos can only be used on the selected document type: offer incoming or confirmation incoming

Internal or external
Internal to-dos contain information that is only relevant for your staff, i.e. for internal use
The collected information of the external to-dos can be viewed by your clients and/or travellers - depending on your export configuration.

How does a to-do template become a to-do?

Create or navigate to a document

 To-do templates with the type offer can only be added to an Offer, To-do templates with the type confirmation can only be added to a confirmation.

Under "More → To-dos" there is an overview of your to-dos on your document.

image-1654694871881.png

Under generate to-dos, the to-do templates that are relevant for the trip can be selected and added to the document. To-dos are created from the to-do templates when they are added.

Added to-dos are automatically assigned to the "Responsible employee operations".
The Responsible employee operations can be defined in the dossier setting.

image-1654694904329.png

How are to-dos processed?

To-dos are automatically assigned to the "Responsible employee operations". He finds an overview of his to-dos on his dashboard.

All to-dos and the current status can be viewed under Show all.

A to-do can be sent directly by e-mail:
For example, the to-do Reserve chauffeur is linked to the email address of the product template that offers the limousine service. (Product template = limousine service, attached mail address = contact person).

To-dos can be dragged and dropped between the individual columns.

To-do return values

Create return values: Menu: Administration → Sales → Product templates → To-do templates
Use return values: Dashboard → Show all to-dos → Drag to-do to "Closed" column

What

Return values are information that is requested when the to-do is completed. For example, one has the to-do template "Reserve table". The return value for this can be "Reservation time" or "Table number".

image-1654695273313.png

Where are return values defined?

Return values are generated in the product template when creating to-do templates.

  1. Create your to-do template and save it.
  2. A "Return values" area appears on the right
  3. Click on the blue round "add button" and then double-click in the fields
    1. Name: Name of the return value
    2. Response type: Text, Number, Travel Guide (most of the time the return value is a text)
  4. Click on the "Done" tick.

How are return values queried?

Return values are requested on the to-do board as soon as the to-do is dragged into the "Closed" column. The return values can be entered there and viewed again and again.

image-1654695471532.png

Examples

Hotel (Schweizerhof Lucerne)

image-1654693906107.png

Details

Supplier: Hotel Schweizerhof AG
Name: Hotel Schweizerhof Lucerne
Start-End: 01.01-31.12
Min-Max Person: 1-
Duration: 24
Mail: example@hotel-schweizerhof.ch
Location: Switzerland, Lucerne, Lucerne
Product category: Hotels Switzerland

Suproduct templates

  1. Style single room with single bed: 400.-
  2. Style double room with city view
  3. Style double room with lake view: 595.-
  4. Lucerne luxury suite: 1245.-
  5. Lifestyle junior suite: 795.-
  6. Deluxe double room with city view: 595.-
  7. Deluxe double room with lake view: 695.-
  8. Lifestyle Junior Suite: 795.-
  9. Lifestyle Living Suite: 1045.-
  10. Lifestyle Luxury Suite: 1245.-
  11. Christmas Style Double Room with City View Single: 462.-
  12. Christmas Style Double Room with City View Double
  13. Christmas Style Double Room with Lake View Single: 512.-
  14. Christmas Style Double Room with Lake View Double: 694.-
  15. Christmas Deluxe Double Room with City View Single: 512.-
  16. Christmas Deluxe Double Room with City View Double: 694.-
  17. Christmas deluxe double room with lake view double: 542.-
  18. Christmas deluxe double room with lake view double: 734.-

Product descriptions

The five-star-hotel Schweizerhof Lucerne is situated right on the shores of Lake Lucerne and only a stone's throw from the city centre of Lucerne. It has been managed by your hosts, the Hauser family, for more than 150 years. The festival hotel boasts 101 spacious rooms and suites, outstanding service, three speciality restaurants, a wellness area and stunning banquet rooms. Spend a night here and follow in the footsteps of kings, emperors, writers, politicians, musicians and actors.

Product note templates

Internal
Construction site noise during spring

External
Beautiful sunset view during june

Voucher texts

Enjoy a cocktail on top of the Hotel Schweizerhof building and enjoy the breathtaking view over lake Vierwaldstättersee.

Opening times

-

Main service

  1. Visitor's tax 20.-
  2. Breakfast per person: 45.-
  3. Private KKL guided tour per person: 120.-

Additional services

Can be divided into additional service categories.

Category massages

  1. Back and neck massage 30 minutes à 75.-
  2. Back and neck massage 45 minutes à 110.-
  3. Relaxation massage 60 minutes à 140.-
  4. Relaxation massage 90 minutes à 190.-
  5. Aroma oil massage 60 minutes 140.-
  6. Aroma oil massage 90 minutes 190.-

Category festival days

  1. 6-course New Year's Eve gala dinner with meat: 278.- per person
  2. 6-course New Year's Eve gala dinner veggie: 210.- per person
  3. 6-course New Year's Eve menu with meat: 195.- per person
  4. 6-course New Year's Eve menu vegi: 135.- per person

Category events
Christmas with spinning wheel: 23.12.21, 20-22 h, free admission

Markup and margin

10% Markup on product template Hotel Schweizerhof Luzern

To-do templates

Name: Book hotel room
Deadline in days: 30
Due by: Before start date

Return values:
Reservation Number, Text

Images

-