Group Tours — Configuration Guide
This guide covers how Group Tours work in Kaptio — from how they relate to Packages, through price model configuration, to the pricing overview and service conversion process.
Key Concept
A Package is the sellable product. A Group Tour is the operational layer you attach to it. The Package defines what you sell (components, services, pricing, inventory). The Group Tour defines how you sell and operate it (channels, currencies, departures, price models, service conversion).
How Group Tours Relate to Packages
Group Tours run on top of Packages — the Package is always the product shell underneath.
- A Package is the sellable product — components, services, pricing, inventory. The standard Package record type covers group tours, FIT, rail, cruise, and other departure types.
- For group tours, you typically set the Package departure type to Fixed (specific dates with capacity). This is the most common setup for dated group departures.
- A Group Tour record (
GroupTravel__c) is a separate object that links that Package to group-tour operations: channel, currencies, tour departures, price models, and service conversion. - The Group Tour does not replace the Package — it wires it into the operational workflow.
The Build Order
The standard sequence for setting up a group tour product:
- Package — Create and configure the Package (usually with Fixed departure type), including components, options, and pricing behaviour
- Departures — Create departure records with dates, capacity, and status
- Operational Itinerary — Set up the operational itinerary template linked to the Group Tour
- Bookings — Travellers book against specific departures
Configure the Package first, then use the Group Tour object to connect it to departures, pricing (price models), and operations.
Available In
Circle Sell · Voyage Train · Voyage Cruise
Group Tour Record
Group Tours (GroupTravel__c) are the container for managing tour departures, price models, and the service conversion process. A Group Tour links a package to its operational configuration.
Key Fields
| Field | Description |
|---|---|
| Channel | The sales channel for this group tour |
| Currency / Cost Currency | Selling and cost currencies |
| Owner | The Kaptio user responsible |
| Record Type | Supports multiple record types for different tour categories |
The Group Tour record is where you connect a Package to its operational lifecycle — departure management, pricing through price models, and the conversion of price model data into live bookable services.
Combo Tours
Combo tours link multiple group tours together, sharing departure dates and coordinating overlap/gap days between sub-trips.
Combo tour departures are managed via the lwcComboTourDepartures component, which handles date range selection, group tour matching, and overlay/gap configuration.
Detailed combo tour configuration will be documented in a future update.
Price Models
Price Models are Itinerary records with the Price Model record type. They define the pricing structure for a group tour, including configuration groups, group sizes, and profitability strategies.
Configuration Groups
Configuration groups define the occupancy options available for a group tour (e.g., Single, Twin, Triple). Each configuration group specifies:
- Option Type — The occupancy category
- Sort Order — Display sequence in the pricing interface
Configuration groups determine which price categories appear in the tour table and pricing overview. They map directly to the price categories on the supplier services used by the package components.
Group Sizes
Group sizes define the range of passenger counts to price for. The configuration includes:
| Setting | Description |
|---|---|
| Start | Minimum group size to price |
| End | Maximum group size to price |
| Step | Increment between group sizes (e.g., step of 5 prices for 10, 15, 20, 25…) |
Group sizes drive the columns in the tour table — each group size gets its own column showing the per-person price at that capacity level. This lets operators see how pricing changes as group size varies.
Tour Table
The tour table is the central pricing workspace for a price model. It shows itinerary lines with:
- Quantity Behaviour — How the service quantity scales with group size (per person, per group, fixed)
- Pricing Behaviour — Which pricing rules apply to each line
- Profitability Settings — Margin and markup targets per group size
Each row represents a service or cost line; each column represents a group size. The intersection shows the calculated price for that service at that group size.
Service Conversion
The Service Conversion Wizard converts price model data into live services with cost and sell prices. Three conversion types are available:
| Type | Description |
|---|---|
| Banded | Prices vary by group size bands (e.g., 1–10 pax = £100, 11–20 pax = £90) |
| Fixed | A single price regardless of group size |
| As Supplement | Price is applied as a supplement on top of the base price |
Service conversion is the final step in the price model workflow — it takes the calculated prices from the tour table and creates the actual pricelist items that the booking engine uses.
Pricing Overview
The Pricing Overview provides a comprehensive view of calculated prices across all departures and configurations, with controls for margin management and price calculation triggers.
Margin Groups
Margin groups control profitability targets:
- Default Margins — Applied across all service types unless overridden
- Override Margins — Per-service-type margin overrides (e.g., higher margin on accommodation, lower on transfers)
Percentage Buffer
A configurable buffer applied to pricing calculations. This allows operators to build in a safety margin above the calculated cost — useful when supplier costs may fluctuate or when exchange rate movements need to be absorbed.
Calculation State Monitoring
The pricing overview tracks calculation state across all departure and configuration combinations:
| State | Meaning |
|---|---|
| In Progress | Calculation is currently running |
| Completed | Prices are up to date |
| Outdated | Underlying data has changed since last calculation — recalculation recommended |
| Failed | Calculation encountered an error — check service pricing and configuration |
Travel Dates
Travel date periods allow seasonal pricing within the pricing overview. Different departure dates can fall into different travel date periods, each with its own cost and margin assumptions.
Passenger Discounts
Discount rules for non-standard passenger types:
- Child discounts — Percentage or fixed reduction for child passengers
- Infant discounts — Typically free or heavily discounted
- Other passenger types — Custom discount rules as needed
Excel Export
Pricing data can be exported to Excel for offline review, stakeholder approval, or comparison across departures and configurations. The export includes all group sizes, configurations, and margin data.
See Also
Package Configuration
- Package Configuration — Complete Guide — The full package setup reference (components, options, departures, pricing)
- Fixed Departure Management — Creating and managing fixed departures
- Seasonal Package Setup Guide — Time periods and price seasons
Pricing & Cost
- Cost & Pricing Architecture — How pricing flows from services to packages
Related Outcomes
- Build Tour Packages That Sell — Full capability context for tour package creation
- Plan & Track Departures — Departure planning and tracking