POST BOOKING MANAGEMENT: Naming List

• When the time comes, we send these details in the form of a naming list in a spreadsheet. 

• Be sure to check when your supplier requires the naming list, and set a task for yourself well in advance of the deadline as a reminder. 

• You should also ensure your customer is provided with a deadline for filling in their passenger forms in their Traveller Hub (the customer's deadline should be much earlier than the supplier's deadline to allow for delays).

Once the customer has completed all passenger forms, we can download these details into a spreadsheet to send to the supplier. See instructions on this process below:

1.Log into Tableau (if you do not have access, please request this from Chris Kerr)

2. Click Ops > Tailor-made Naming List Report (you can bookmark this specific page for quicker future access)

3. Adjust the departure year if required

4. Click on the 'package name' dropdown and untick all items using the 'all' box

5. Enter the name of your customer's package into the search bar (if you have had to create multiple tour products for the same trip, you will need to download a naming list for each one and combine them into one document)

6. Tick the correct tour and and click apply

7. Click export > crosstab > passenger list > excel or CSV > download

• Excel: If you are going to use Microsoft Excel (for countries without google e.g. China)

• CSV: If you are going to use Google Sheets (to allow sharing of live document with supplier, good for back and forth notes/communication and quick updates)

For formatting purposes, you can download to excel and then copy and paste into sheets instead

8. Save your file into the customer's folder under the Tailor Made Docs drive as "TOUR NAME Naming List

9. Once you have created your spreadsheet in either excel or google sheets, it is a good idea to adjust some of the wording and/or formatting to ensure it is easy to decipher for the supplier. Examples of updates could include:

•  Highlighting and/or merging rows in alternating colours to make rooming arrangements and groupings clear

• Putting some information such as passenger names in bold

See an example here of a reformatted sheet

10. When your naming list is ready, you can email it to the supplier/s using the TM Naming List template. If you are sharing the live google sheet with them, you may wish to share it so they have view or comment only access, but this can be adjusted based on what is required from them.

1. 1. 1. NOTE: Create a new ticket to email the naming list and name it "TOUR NAME naming list" so that it is easily identifiable. As always - associate the ticket to the relevant contact and deals.

11. If you have any last minute additions to the tour group, download their details from Tableau and copy into the existing naming list. Highlight new rows in yellow, then confirm with the supplier in writing that they can accommodate before removing the highlight.

12. If you have any cancellations after the initial naming list has been supplied, use the Cancellation - Naming List Sent template to advise the supplier and ensure they acknowledge it in writing. Be sure to check any cancellation fees and gain final approval in writing from the customer prior to cancelling.

13. If you have any requests by supplier staff to access the shared document, you can confirm authorisation using the Supplier Google Drive Access - Naming Lists template to confirm authorisation.