Embedded Files
When a customer books a land-only package but arranges their own international flights, they may choose to arrive early or stay later than the tour dates. If they don't book pre- or post-tour accommodation with us, this information often isn't captured in their booking.
update as of September 18, 2025
Guidelines
Why are we doing this?
This leads to frequent questions from our suppliers and can complicate our naming lists. We need to be proactive in adding this information to their booking details.
When to Update a Booking?
You need to update a booking if a customer's flight details indicate they are arriving earlier than the tour start date or departing later than the tour end date. This applies when:
The booking is land only and they are booked on an IV trip.
The customer has submitted their flight details through the Traveler Hub.
They are arriving early or departing late and have not booked pre- or post-tour accommodation with us.
Process: Adding a Remark to the Booking
Once you've identified a booking that needs an update, you must add a remark in the Additional Arrangements field in Perseus. This process varies slightly depending on whether transfers are included in their tour package
Step 1: Check for Included Transfers
First, review the tour details to determine if airport transfers are included in the customer's package.
Step 2: Add the Remark in Perseus
Based on whether transfers are included, add one of the following remarks to the Additional Arrangements field.
Scenario A: Transfers ARE Included You must inform the customer that by arriving early or staying late and making their own accommodation arrangements, they forfeit any included transfers. The remark in Perseus should reflect this.
Example Remark: Customer arriving early, making own arrangements. They will forfeit their arrival transfer.
Scenario B: Transfers ARE NOT Included If transfers are not included in the package, you still need to add a remark to clarify the situation for our operations team and suppliers. There is no need to mention transfers in this case.
Example Remark: Customer arriving early, making own arrangements pre-tour.
Note: Five Stans early arrives DO NOT apply to this process and is the only exception to the rule, as we will always provide the service since we always provide pre-tour accommodation.
Additional Notes
Bookings with Pre- and/or Post-Tour Accommodation booked by Inspiring Vacations
Even when a customer has booked their pre- and/or post-tour accommodation through us, it's still a good habit to add a remark to the Additional Arrangements field.
While this information is already in the booking, a simple remark acts as a clear and easily identifiable reference point for our operations team, suppliers, and the customer. It confirms that the number of nights we've added to the booking aligns with their flight details.
Example Remark: Customer is arriving two days early and has booked pre-tour accommodation with us.
This extra step is a quick and effective way to cross-reference details and ensure all information is accurate.
Who Needs to Do This?
This proactive action is required by two key teams:
Customer Success: When you are having a conversation with a customer (by phone, chat, or email) and they mention their early/late arrangements, you must follow the steps above.
Core Team & Manila: During pre-departure checks, if you identify a customer arriving early or departing late through their flight information, you must add the appropriate remark to the booking in Perseus.
By consistently applying this process, we can significantly improve the accuracy of our naming lists and reduce the number of clarifying questions from our suppliers, making the entire operation more efficient.
Keywords: optional excursions, tour add-ons, extra activities, elective tours, additional experiences, upgrade tours
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