Departures and places
Add the dates a trip runs, how many places each one has and its own prices, and see how full every departure is.
How-to guide5 min read
A departure is one run of a trip, such as the Lofoten ridge walk starting on 14 June 2027. Travellers always book a departure, and each departure counts its own places. Editors and Admins can add and change departures.
Add departures
Open the trip, then Departures. Select Add a departure for one date, or Add a run of dates for many at once.
One departure
Select Add a departure, fill in the settings below and select Add departure. To change one later, open More actions on its row and select Change.
| Setting | What it does |
|---|---|
| Starts | The first day of the trip. |
| Ends | Fills itself in from the trip's number of days. Choose another date if this departure is longer or shorter. |
| Places | How many travellers can book. Leave it empty for no limit. |
| Status | Open for bookings, Closed for bookings or Cancelled. See below. |
| Book by | The last day travellers can book. Leave it empty to take bookings until the trip starts. Your team can still book for travellers after it. |
| Guaranteed to run | Shows travellers that this departure will run. You can also switch it on and off in the Guaranteed column. |
| Dates still to be decided | For a trip without fixed dates yet. Travellers can book, and pay everything at once, because there is no date to count the payment plan from. |
| Prices for this date | A price for this departure only, per room or package, such as a higher price in July. Leave it empty to use the trip's price. When the trip is sold in more than one currency, a price for this date needs one in each currency, such as €1,390 and NOK 16,200. |
| Note for the team | A short line for your team, such as "Guide: Kari. Ferry booked." Only your team sees it, on the departure in Travel Orbit. It never shows on the booking page or in the booking API. |
A run of dates
Add a run of dates adds departures such as every Saturday through the summer. Choose the First departure and the Last possible date, then how it Repeats: Every week, Every 2 weeks, Every month or Every few days (with the number of days between departures). Set the Places on each and whether they are Guaranteed to run. The dates are listed before you add them: select a date to leave it out. You can add up to 104 departures at once, and change each one afterwards.
Places
Every departure keeps count of its places:
- Booked: confirmed bookings and requests you have confirmed.
- Paying now: travellers in checkout, whose places are held while they pay: 15 minutes unless an Admin changes Hold places for in Booking settings, from 5 to 120 minutes. If they don't finish in time, the places come back by themselves.
- Left: places nobody has taken.
When the last place is taken, the departure shows Full and nobody can book it, your team included. It opens again when a booking is cancelled, a hold runs out or you add places.
You can't set the places lower than the number already taken. The departure shows how many are already taken under Places.
A room, package or extra can have its own limit too, such as two single rooms. When those are gone, travellers see it as sold out on that departure. See Prices, extras and payment plans.
Open, closed and cancelled
| Status | What it means |
|---|---|
| Open | Travellers can book it until Book by or the start date. |
| Closed | It stays on the trip page, but nobody can book it, your team included. Use it to stop sales before departure. |
| Cancelled | It is taken off the booking pages and out of Departures. Bookings on it stay, so cancel and refund or move each one from Bookings. |
To cancel, open More actions on its row and select Cancel departure. A departure without bookings can also be deleted there with Delete. One with bookings can only be cancelled, so the bookings keep their date. Departures that have ended move to Past departures, marked Ran. Select Travellers on a row to open its traveller list.
All departures
Departures in the sidebar shows the departures of every trip, apart from cancelled ones, as a List starting today or as a Calendar month by month. To add dates, open the trip.
- List: each upcoming departure with how many places are booked and left.
- Calendar: each departure is a bar from its first day to its last, in one colour per trip. The first trip takes your brand colour from Booking settings. A bar shows the places left, Full or Closed, and a shield when the departure is guaranteed. A bar that carries on into the next week shows an arrow and the day it has reached, such as Day 3 of 6. When a day has more departures than fit, select +2 more to see them all. The top shows the month's departures, travellers, places left and how much is Booked this month.
Select a departure in either view for a quick view. It shows the trip and its dates, the guides, places booked and left, the price, what travellers have paid and still owe, and the first bookings. From there you can select Open the traveller list, Add a booking, Edit the date on the trip, or copy a link. Copy the booking link goes straight to checkout for that date when it can be booked; otherwise Copy the trip link copies the trip page. To open a departure's traveller list straight away instead, hold Cmd or Ctrl as you select it. See Reports and traveller lists.
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