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ViaTour provides an easy to use and powerful framework for entering, accessing and retrieving the interrelated details of tour planning, costing, marketing, delivery and more.
ViaTour has a variety of built-in features to ensure data accuracy and help you save time.
There are too many features to list here; if you do not see a feature you need, please inquire.
Current pricing describes what features are in each
application level (Basic, Standard or Pro).
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| CONTACT MANAGEMENT |
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ViaTour puts the tools of powerful marketing right at your fingertips! Convert prospects and leads into new clients with ViaTour's robust reporting interface. Create email blasts, generate phone lists, or put information directly into the hands of the right people using criteria defined by you. With ViaTour, a few clicks is all it takes to create mailing lists and other communications sorted by traveler interest, past tour history, brochure requests, referral source, location (city, state, zip code ranges), and much more. ViaTour's comprehensive traveler profile stores current and past traveler information in one, readily-accessible location. Data appears automatically in reservation reports, so you need only enter client information one time and rest assured on repeat trips the traveler data is accurate. Track relationships among travelers, and for affiliation groups, track information such as donor history, membership levels, class year, and more. ViaTour custom reports ensure your travelers are displayed appropriately on participant lists, name badges, and mailing labels. |
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| RESERVATION PROCESSING |
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Process confirmation packets one at a time or for all bookings taken in a date range. Customize confirmation letters with ease and accuracy. Provide suppliers with up-to-date summary counts, new bookings, and cancellations using ViaTour's "update reports." Track client options (i.e. "Category A", "Single Supplement") to create accurate invoices quickly and easily. Flexible billing allows for individual or group payment. Summary forms display how many places are available to sell and account for "free" travelers, staff or lecturers. |
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| TOUR MAILINGS |
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Create a timeline for and track the progress of tour documents, including mail-out and return due dates. For every reservation and document, the status (ok, late or pending) is automatically tracked and displayed on forms and reports. |
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| ROOMING AND INVENTORY |
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ViaTour's full featured Rooming functionality tracks all the necessary room details, as well as current inventory (occupied vs available.) Room occupancy, category and bed configurations are all user-defined. ViaTour has many rooming reports including those which display passengers by room grouping and any birthday and anniversaries during the tour, plus health, diet and emergency info, age and address information. |
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| AIR TRAVEL AND TRANSFERS |
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Create, organize, and track any number of group flights and transfers. Group flights or sets of flights into journeys (for instance, for main tour, pre-tour or post tour groupings). On each reservation, a traveler may be added to a group flight, a journey or have independent flights assigned. Airport transfers are highly flexible; independent travelers may be assigned on group transfers and group travelers can be removed, if needed |
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| FINANCIALS |
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In addition to invoicing travelers (as individuals or groups), ViaTour allows you to track payments made to and from your suppliers, and provides detailed and summary financial analysis, such as Profit & Loss per tour or over any time frame or tour type. |
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| BUDGET |
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Budget tracking allows you to compare your budget to "actual" income and expense in ViaTour and make adjustments in "forecast." Budget line items are tracked by user-defined account codes for easy correlation with an external accounting system. |
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| FILE LINKING |
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Link any document (such as Word, Excel, JPEG, or PDF) with records in ViaTour (a Traveler, Tour, Vendor, or Reservation). File links provide "quick launch access" to current itineraries, contracts, CVs, Lecturer Bios, and more. |
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| REMINDERS |
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Automate workflow and track progress with ViaTour's easy-to-use Task and Reminder schedulers that open when launching ViaTour. Print and customize to-do lists using filters. Is your colleague out sick or traveling? Print his/her to do list! Critical deadlines no longer fall through the cracks. Standard Reminders (tasks that repeat every trip) can be copied between tours. |
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| CALL LOG |
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Track incoming and outgoing communications with travelers, prospective travelers, and suppliers with ViaTour's integrated call log. Generate summary and detailed reports on call activity, including calls within a specified period, how many calls on which tours, or how many calls from which promotion or marketing piece. |
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| PROMOTIONS |
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Create promotion schedules, track promotions and then link these with bookings to determine booking trends and the effectiveness of promotions over time. |
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| SURVEYS |
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Create custom surveys (such as trip evaluations and marketing surveys), track responses in ViaTour, and report in detail or summary. |
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| COMMISSION |
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Calculate commissions earned to date on a tour by either overall participation, per person counts based on user-defined thresholds, or percent of retail value sold.
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| COSTING AND TOUR IMPLEMENTATION |
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ViaTour services helps you cost a tour and adjust from any side of the equation: minimum bookings, sale price, or costs. Once a tour is underway, services integrate with financials so payments to vendors can be processed seamlessly. Services also provide your tour manager with an "on the ground" operational itinerary, displaying all contract and payment details, timing, location, and much more. |
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| DATE CALCULATOR |
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Quickly calculate key dates for creating reminders, scheduling mailings and promotions, assigning payment due dates, and more. |
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| INTEGRATION |
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ViaTour integrates with Word and Excel, and our open data model allows access to your data so you can create mail merges and pivot charts. Outlook users can email directly from the application. Users with Dymo or Brother label printers can create address labels and folder labels "on demand." |
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| SECURITY AND AUDIT TRAIL |
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Set your own "permission levels" to limit user's ability to modify or delete certain records. Track data changes in ViaTour, so you can see previous and current values, as well as when changes were made and by whom. |
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| CUSTOM FIELDS AND REPORTS |
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Use ViaTour's custom data fields to track anything unique to your organization. If you need specific reports, our developers will create custom reports to meet your specific requirements. |
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| NEW REQUESTS |
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New development is always underway and clients in the annual maintenance program benefit from these enhancements with frequent upgrades! |
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