FAQ

Glossary of Terms

Find here all terms (in alphabetical order) we use within the TrekkSoft backoffice including a short description.

Account Each TrekkSoft customer has their own account with TrekkSoft they can access their booking and reporting tools and data.
Accounting date Accounting relevant date (e.g. trip date, cancellation date)
Activity Activities refer to the services and experiences you sell. This could be a boat tour, a horse ride, a transfer etc.
Activity custom fields A feature that allows you to add additional information to activities, for example the degree of difficulty of a hike. Each field can be private (hidden from the customer) or public (visible to the customer).
Add-on An additional item or service that can be purchased to enhance the experience of your tours and activities. This purchase can be made during or after the booking process.
Admin Desk Administration Dashboard in the Backoffice.
Agent Agents refer to your resellers such as travel agents or sales agents who have permission to book your activities.

They can be provided with an agent account to access the agent desk to view availabilities, take payments and process bookings.
Agent code An agent code is a unique code which the user can enter when making a booking.
Agent commission The commission you set up for each agent based on a percentage or a fixed amount.
Agent desk Agents can use the Agent desk (also called the Sales Desk) to view availabilities, take payments and process bookings.
API connection An API stands for Application Program Interface.

Specifies how certain components between endpoints should interact.
Availability This refers to the number of available places on a trip.
Backoffice This refers to the backend of TrekkSoft where you'll find the Admin Desk, the Sales Desk, the Booking Desk.
Basket Just like how grocery shops have baskets, we also use baskets to refer to bookings where you can have multiple items in one basket. Basket items include Guests, Shop Items, and Add-ons. Each basket has a unique basket ID.
Basket custom fields These fields store additional information about a basket. E.g. whether a basket was invoiced or a shipping date. These fields are for internal use, meaning all fields are private (not visible to the customer).
Basket details A detailed view of the basket that includes information such as the booking date, payment details and guest details.
Basket ID Each Basket has its individual basket ID - a unique string of numbers that correspond to each basket.
Basket item This refers to different items found in a basket such as Shop Items, Add-ons and Guests.
Basket Item ID Every Basket Item has a unique ID and the number of Basket Item IDs indicate the number of items in a Basket.
Basket summary A summary found in basket details that lists all basket items (total amount of guests and total amount of add-ons).
Basket summary receipt Summary document (PDF) of all booked guests, items in the specific basket and the total amount.
Basket value The total value of all basket items.
Buyer The person who booked and paid for the trip, not always a Guest on the trip (for example a parent booking a watersports activity for her teenage children). 
Booking When a booker books a tour for a specific date and/ or purchase a shop item/ add-on, this is a purchase, called booking.
Booking date The date when the booking was made.
Booking Desk A simplified version of the Admin Desk that only allows users to make bookings in the Backoffice.
Booking fee A small fee added to all bookings that paid online with a credit card.
Booking notification An automatic email that notifies an employee of the tour company that an activity was booked (via email and/or SMS).
Booking confirmation email An email sent to confirm the booking. This is sent to the booker's email address.
Book Now button A button added to your website that allows customers to kick start the booking process for your activities.
Business Intelligence An analysis tool that shows your sales performance, compare it to previous years, and deliver insights from your customer data.
Calendar synchronisation (short: Calendar sync) Synchronisation of activities with a to be informed about new/ upcoming bookings
Calendar view A monthly, weekly or daily overview of all your activities, times and capacities.
Cancellation The action of cancelling a basket item, a guest in a basket or the whole basket itself.
Cancellation insurance Insurance provided by a TrekkSoft partner that protects the tour company and the guest in the event of a cancellation.
Cancellation policy A cancellation policy can be set up by tour operators to outline the refund and rebooking procedures in the event of a cancellation. This should be included in the Terms of Service.
Capacity The maximum places available. We often use it for resources to specify, for example, the maximum number of guests a bus is able to take.
Channel Manager A feature that syncs product latest availabilities, pricing and schedules across marketplaces and online travel agencies. It enables tour operators to sell across multiple marketplaces by automating the booking confirmation process.
Chargeback When a customer wins a dispute over a payment made on their card, the amount is returned to the customer. The process of returning the payment is called a chargeback.
Checkout The checkout process starts after guests have added all the bookable items to their basket. The checkout process covers adding guest/booker data and payment for the booking.
Commission A commission is the payment someone gets for selling your activities, e.g. an agent gets a 10% commission for selling one of your tours. Commissions are calculated from the sales price.
Compounding taxes Calculates tax rate based on the price of the item (e.g. add-on, shop item, etc.) plus the tax rate that was previously applied to the item.
Componential taxes Calculates tax rate based on the price component of the item.
Custom booking A booking where you create a new schedule (voucher, trip or attraction) and a new price category.
Custom booking number Booking Numbers are assigned by TrekkSoft unless you specify the first number you wanna start with.
Custom commission Different commission rates set for different agents. TrekkSoft also allows operators to set different commission rates for each product the agent resells.
Custom price category A booking with a new price category created along with an existing schedule.
Confirm and charge later TrekkSoft users can confirm or cancel a booking request before charging the customers' credit card for the pre-authorised amount.
Custom fields Additional fields set up to ask customers for more information (e.g. pickup location).
Custom tickets Customised tickets for your activities. You can customize the general ticket or/ and customize a ticket per activity.
Customer Insights This is part of the Business Intelligence that shows you detailed information about your customers.
Cut-off time A cut-off time is point at which operators stop taking bookings for a specific departure time. For example, if the cut-off time is set to 15 minutes, a 3pm tour will not be bookable after 2.44pm. You can set cut-off times in the activity level and or in its schedules.
Dashboard The first page you see when you log in to your TrekkSoft account.
Departure city/point The location where the trip starts.
Deposit A small percentage of the overall basket value customers pay to confirm their reservation.
Discount code A unique code guests enter to get a discount off a tour. Note that codes are only applicable for uests and do not work with Add-ons or Shop Items
Domain name A domain name is your website name. Itis the address where Internet users can find and access your website.
End date Date and time when a trip ends.
Featured DMO Partners

DMO = Destination Marketing Organisation
This is a list of DMOs we partner closely with. We help DMOs like Interlaken Tourismus and Davos turn their websites into marketplaces where they resell local activities through TrekkConnect.
Fees Payment made for a specific service. At TrekkSoft, we apply an online and offline booking fees to relevant bookings.
Gift card Gift Cards represent a fixed sum of money that can be sold as Shop Items or as an Add-ons. An add-on related gift card is always allocated to a specific activity.
Gift code Gift Codes represent a fixed sum of money that is deducted from the total basket. It can be applied to Tickets, Add-ons and Shop Items.
Group price Group prices apply to groups where the booker specifies the number of places this booking will take up. The price is then multiplied by the number of places. Note that group price is not applicable for packages.
Gross sales Sum of all sales.
In a period, i.e, a day, a week, a month, etc.
Guest A guest is someone who is registered to join a trip you run.
The one who is making the booking (booker) is could also be a guest. E.g. Jack books a tour for him and his 2 friends. All 3 are guests.

Each booking/ basket can only have one booker, but can have several guests.

Guest custom fields do apply for each guest.
Guest-bound add-on This add-on type refers to items which can be bought once for each guest. E.g. travel insurance or a lunch package.
Guest custom fields Guest Custom fields are questions asked to every guest booked on the tour. It is displayed at checkout, after the number of guests has been selected.
Guest manifest Available for all trips, this is the guest list for each trip. It also shows the resources assigned to the trip.
History of payments Found in basket details, this section shows all previous payments in chronological order.
Individual price The price for one person to join your trip.
Invoice A document issued by the tour operator to their guests that indicates the products or services booked.
Inquiry Activity inquiries allow customers to request a trip regardless if there’s a trip scheduled for the day or not. If you decide to accept the booking, a Custom/private activity booking can be made without a pre-assigned schedule. Note that an inquiry request has a specific email template.
Integration guide A checklist for new TrekkSoft users to track their progress and identify what needs to be completed to start taking online bookings.
Inventory Inventory describes all available the activities, tours, shop items, and add-ons a tour company offers.
Manage availabilities Set up and adjust available places for each tour or activity you sell.
Managed merchant Special reseller accounts that are linked to a main TrekkSoft account. Managed Merchants can set up their inventory and only resell through the main account.
Marketplaces A platform that aggregates and sells different activities from 3rd party suppliers. Some marketplaces also offer their own activities alongside 3rd party suppliers.
Mobile app TrekkSoft App used for internal processes within the tour company, e.g. checking guest manifests, taking bookings, etc.
Multi-discount The discount a guest will get when booking two or more activities.
Net sales Total sales minus costs (e.g. taxes, salary, transport etc.).
No show rate The proportion of people who did not show up for a tour even though they had already made a booking for it.
Occupancy rate The proportion of people are booked for a tour compared to the number of available places for that tour, price category or schedule.
Online Travel Agents (OTAs) Aggregate platforms that resell tourism products provided by 3rd party suppliers.
Packages Packages are a combination or bundle of different activities sold together. You can create a package by bundling together existing acitivities. Not that packages only work with fixed pricing.
Partner A term used in TrekkSoft to refer to users who are connected to one another via the Partner Network.
Partner Network The Partner Network is TrekkSoft's internal API that connects TrekkSoft's users to one another. Tour operators can then view and resell tours from their partners, or find resellers from the network to collaborate with. The Partner Network is only available for TrekkSoft users on the Accelerate plan and up.
Payment The amount paid in exchange for a service. This could be the booker paying an operator for a tour, an operator paying an agent commission for reselling services, or an operator paying TrekkSoft for the booking system.
Payment link A unique URL that can be created and sent to customers allowing them to pay for a deposit, reservation, an outstanding booking, or to pay for their tours in instalments. Note that payment links cannot be pre-scheduled.
Payment Gateway A payment gateway is a service provided by an e-commerce application service provider that authorises credit card or direct payments processing for online and offline business. TrekkSoft's preferred payment gateway is TrekkPay.
Payment method There are two types of payment methods used at TrekkSoft.

1. The first refers to the payment method TrekkSoft uses to charge our customers (i.e. tour operators) their subscription fee and booking fees.

2. The second payment method refers to the method tour operators use to charge their guests for a booking. In the TrekkSoft Backoffice, the basket details show the funding instrument. If it was a credit card payment, you will find details for the credit card here.
Payment reference A payment reference is the memo associated with the transaction and the treasurer.
Payment Service Provider (PSP) The provider that is enabling your customer's payments.
Payment status Status of payment made via the payment gateway or with cash. Statuses: even balance, overpaid, outstanding payment
Pick-up location Location where guests have arranged to be picked up before a trip.
Places The term used to denote the number of available seats occupied by a booking or that are available for a specific schedule or price category. 
Point of Sale Desk (POS) A simplified booking tool used to process in-person sales. The tool is often used by agents, resellers and partners. Other sales tools include the Booking Desk, the Agent Desk, Admin Desk and Mobile app.
Pre- and Post-Trip Notifications Automated notifications sent to the booker "x" min/hours/days before or after the trip date. Choose between pre or post trip notification, sms or email notification.
Private price category This price category can only be booked exclusively without any other price categories. If a customer books this price category the trip will not be available for any other price categories/guests. Vice versa: If any other price categories are booked on a trip, this price category is not available anymore. Examples are: Private tours or exclusive events.
Products Products refers to all activities, add-ons, shop items, packages and resources listed in your Backoffice.
Rebate Decreasing the basket value due to a discount or overpayment.
Rebooking Changing an existing booking to another date or moving a single guest to another departure time.

Technically, rebooking is a 2 step process: 1) The original booking or guest is cancelled, 2) A new booking is created with a new basket ID.
Receipt A summary document that acknowledges payment has been received by one party from another.
Refund Returning money from a previous payment. This usually occurs when there is bad weather and a trip needs to be cancelled.
Rental An item that is leased out to guests for a fixed period of time. This includes bicycle rentals, snorkeling equipment, and even boats and yachts.
Rental (schedule) With a rental schedule, a rental can be booked for one or multiple time slots in a day or week. Examples: ski rental, bicycle rental.
Reports A record of specific information. At TrekkSoft we offer different revenue reports (sales, turnover, cash flow), agent and partner reports, as well as accounting reports (gift cards, ticket scans and resources).
Reseller People who resell your activities and receive a commission for each booking.
Reservation A reservation is a booking without payment. We have a specific reservation email template that is used for this. A confirm charge later case is a reservation too.
Resources Resources refer to your staff, assets and materials required to run a trip. Resources can limit the available places on a trip because they are finite. Examples of resources include boats, buses, guides, and so on.
Resource capacity The maximum number of guests a resource is able to accommodate.
Resource calendar A calendar view that displays all resources and their occupancy. From this page, operators are able to block resources for a specific time period.
Resource Management A phrase that refers to the organisation of resources in TrekkSoft. Resources can be oragnsed by activitiy, trip and price category.
Resource notification Optional notification for a resource (via email or SMS). They can be notified when there is a new booking and/ or they were assigned to a trip.
Resource type Categories of resources (guide, boat, bus, etc.) added to TrekkSoft, for example Andrew and Ivan belong to Guide resource type.
Sales Channel Insights This part of the Business Intelligence provides detailed information of your sales channels.
Schedule The start times and dates of your tours or activities. Without a schedule, an activity will not appear in the calendar and cannot be booked.
Schedule view This view arranges your activities to show the next departures first.
Seller When working with the Partner Network, we use the term seller to refer to the partner who sold the tour.
Shop categories Labels setup for shop items to provide a better structure and overview.
Shop items Items sold through your shop such as souvenirs or gift cards.
Shop inventory Describes all available shop items your company offers.
Single item add-on This refers to items which can be bought in specific amounts eg. T-Shirts or Mugs.
Smartwaiver A 3rd party tool that provides allows operators to collect digital waivers from customers Go to smartwaiver.com for more information.
Subdomain A subdomain is part of your main domain. At TrekkSoft, it usually refers to a company's TrekkSoft domain such as bestofswitzerland.trekksoft.com.
Subscription A recurring payment collected at regular intervals for access to a product or service.
Taxes The fees you pay to the government to operate a business in that country. Note that there are differences between inclusive, compounding and componential taxes.
Terms of Service (abbrev. TOS) Legal agreements between a service provider (tour company) and the person who wants to use the service (booker).
Third Party Services Refers to services offered by external providers who are not TrekkSoft.
Transaction ID The unique code associated with a payment made. You can find this in the Basket View and in your TrekkPay dashboard.
Trip (schedule) A trip takes place on a specific date or time and can have limited capacity. Examples: walking tours, river rafting, surf tours, day tours, attractions, museums, hiking tours, fishing charters.
Trip Planner A tool to manage the resource allocation for your trips to maximise efficiency.
Trip Summary Gives an overview of the trip, the departure/arrival date, number of guests and assigned resources.
Treasurer The user who receives money from a payment.
Turnover The amount of money taken by a business within a particular period. The turnover report in TrekkSoft is based on the trip date.
URL URL stands for Uniform Resource Locator, and is used to specify addresses on the World Wide Web.
Upselling The process of selling an added value service or product to an existing customer to increase the overall revenue gained per customer.
User A user refers to people who have access to different parts of the TrekkSoft account. Currently, we differentiate between 8 different user types: Agent, accountant, editor, guide, employee, technician, administrator and user without password
User custom fields Questions presented to the booker at checkout, after guest custom fields but before the payment process.
Voucher (schedule) Voucher schedules are one of three schedule types. Voucher schedules are not limited by capacities and it does not require pre-assigned start date or time. This flexibility allows your customers to select a time and date that suits them. Therefore, voucher schedules are typically used for private tours, as gift certificates, or for transfer services.
Website Integration Process of adding the booking tool on an existing website.
Zapier A 3rd party tool to connect your TrekkSoft account with +1500 third party apps to automate workflows. More info you find here