Tour Tickets & Reservations With Arryved

Are you a Brewery, Winery, Distillery, Cidery, Seltzery (is that a word yet?), or other craft establishment that offers tours or event tickets? This article will guide you through the setup, sale, and check-in process of managing tour tickets and reservations through Arryved. 

Prerequisites

• To create tours tickets in your Inventory, you must be an Arryved Portal Super Admin or an Admin with one of the following Portal Permissions:
  

• INVENTORY
  

• ALL ACCESS
  

• FULL ADMIN
  

• If you would like to sell tour tickets or take tour reservations online, you must have the Arryved Online Store set up for your location. Contact Arryved Support if you would like to get set up with an Online Store. 
  

• support@arryved.com 

Limitations

1. If your tour or event is free, please note that $0 items aren't supported through Arryved Online or OpenTab sales.
   

How It Works

To offer tour tickets or reservations, you will need to create the tickets/reservations as Inventory Items and place them on your desired menus. Once guests have purchased or reserved tickets, this article will also show you how to manage the guest list as well. 

Step 1: Inventory Settings 

Tax Type

Create a unique Tax Type for your tour tickets/reservations if you don’t already have an appropriate Tax Type. 

Item Type

If you already have an Item Type and Tax Type that can be applied to your tour tickets/reservations you can skip this step. Otherwise, create a unique Item Type for your tour tickets/reservation and apply the Tax Type to it. 

Unit Sizes 

There are different options for configuring a tour offering in your inventory depending on preference. You can create dates, times, or unique dates+times as Unit Sizes to be applied to your tour ticket/reservation Inventory Item. Check out some examples below.

Example 1: Tours are offered at different times of the day

• You can name the Inventory Item as the date of the tour (e.x. “Tour SAT 7/09”).

• Unit Sizes assigned to the item are the times available for that date. 

• A price can be added to each time (Unit Size) or the price can be $0 if your tour is free, however, $0 items are only supported in Arryved Service (not Online or OpenTab).

• When guests order tour tickets/reservations for a date (Inventory Item), they will choose which time (Unit Size) they would like to purchase/reserve. 

Limitations 

• With this method you will need to make an Inventory Item for each day you are offering tours. You can make a week’s, month’s, season’s, or year’s worth of tour dates and create more as time passes. Whatever is best for you. 
  

Example 2: Tours are offered once a day

• You can name the Inventory Item as a range of dates (e.x. “July Tours”, or “Tours 7/11-7/18”).

• Unit Sizes are days of the week or specific days (e.x. 7/11, 7/12, 7/13 or FRI, SAT, SUN).

• When guests order tour tickets/reservations for a time period (Inventory Item), they will choose which day/time (Unit Size) they’d like to purchase/reserve. 

Limitations 

• With this method, you’ll need to create new tour Inventory Items for each week, month, or cadence you use.

• If Unit Sizes are specific days, you will need to keep creating Unit Sizes as the days go by. You can Retire the old dates to avoid clutter on your Unit Sizes list. Unit Sizes as days of the week can be created once and reused as many times as needed. 
  

Step 2: Create Tours As Inventory Items

If you are unfamiliar or out of practice with creating Inventory Items, click the link for full instructions. Below will show you what is required to create a tour. 

Create the Inventory Item

1. Make the tour State = Active.

2. Give the tour a Name, Short Name, Long Name (whatever cadence you choose, see examples under “Unit Sizes” above).

3. Apply the appropriate Item Type that’s associated with the proper Tax Type. 

Add the Tour to your Menus

From the Menus dropdown on the Inventory Item creation page, add the tour item to your desired menus. In the example below, there are menus labeled “Tours” created under the Online Store and Gift Shop Venues. This way a guest can order tour tickets/reservations through the Arryved Online Store or in person in the Gift Shop of the establishment. 

Add the appropriate Unit Sizes and prices

From the Costs section of the Inventory Item creation page, add the Unit Sizes you created for this tour item (see examples in the “Unit Sizes” section above). 

1. Open the Costs section to add Unit Sizes.

2. If your tour has limited space (e.x. Max 20 people), the Quantity By Size box must be checked in order to limit the number purchased/reserved. 

3. Add the Unit Sizes (dates, days, or times) you need for this tour. Add a price if there’s one or leave at $0 if your tours are free. 

4. If there is limited space, enter the max number of guests allowed on the tour here. 
   

5. Look at the Arryved Service Preview to see how your tour item will appear in Arryved Service. 
   

6. Don’t forget to click Save when finished! 
   

Online Store Example

Step 3: 86 The Tour

At the time of the tour or earlier if you desire, you will need to 86 the tour Inventory Item by either kicking it in Arryved Service on the INV screen, or making the State = Out (Kicked) or Inactive from Arryved Portal. This is important because you do not want guests to purchase/reserve a tour that has already passed. Keep in mind that you can 86 an entire Inventory Item or just a Unit Size. If the Inventory Item is not usable again (e.x. The name of the Inventory Item is a tour date that has passed), it is suggested to eventually Retire the Inventory Item to avoid inventory clutter. 

Step 4: Manage The Guest List

There are two ways to manage a list of attendees at the time of the tour: 

1. Use the Will Call report.

2. Use the Order Fulfillment button in Arryved Service.

1. Will Call Report 

The Will Call report shows detailed information of anything ordered through your Online Store and optionally Arryved Service. The report rows will show information about the purchaser (name, phone number, etc.). The report can also be filtered in many ways, including by specific Inventory Item (like your Tour Inventory Item)! You can print this report and use it to check off names as people arrive for your tour!

1. You can filter the report by the specific tour Inventory Item. Use the Items filter and find the tour item on the list. You can also filter by Unit Size (e.x. Filter the Unit Size to only see the 1:00pm tour from that tour date). 

2. Scroll to the bottom of the list and click Remove to remove a filter if needed. 

3. If you are also selling/reserving tours through Arryved Service, check the box to include those orders in this report.
   

2. Order Fulfillment Screen In Arryved Service

The Order Fulfillment button can be found under the STAFF screen in Arryved Service. There you will see a list of orders placed through your Online Store. This method is helpful if you prefer to manage everything digitally and prefer not to print a paper report each time. 

1. Log into Arryved Service.
   

2. Tap STAFF.
   

3. Tap Order Fulfillment.
   

4. Search for the guest's name that is on the order/reservation when they arrive. 

5. You can mark the order “picked up, delivered, etc.” depending on the modality they purchased it under. 

Limitations

• The Order Fulfillment button is not enabled by default, if you do not see it in the STAFF screen, contact support@arryved.com to enable it. 

• This screen will not show tour orders from Arryved Service, only Online Store. 

• From the Order Fulfillment screen, you can’t see who ordered what (until you click on an order to see the details of just that order), you only see a list of names and times of all the online orders. 

• Orders from this list are only searchable by name or check number. 

• The Order Fulfillment screen will hold orders for 60 days from the order date. 

• To get a head count of guests on the tour, you can view the Will Call report and record the number of tickets purchased/reserved before the tour starts. As you check guests in on the Order Fulfillment screen, you can keep track of how many guests arrived vs. how many tickets were purchased/reserved.