Overview
Package Search is the primary interface for finding packages and creating bookings in Kaptio. It allows you to filter packages by a wide range of criteria, view results in two formats (Results and Availability), and then either add a package directly to an itinerary or launch the Booking Wizard for further configuration.
This guide covers how to use Package Search as an end user. For setup and configuration, see the Package Setup guide. For diagnosing why a package is not appearing in search results, see the Search Troubleshooting guide.
Searching for a Package
The filter panel appears on the left side of the Package Search screen. You can combine any number of filters to narrow results. After setting your filters, click the Search button to run the search. To reset all filters, click Clear All Filters.
Search Filters
| Filter | Description |
|---|---|
| Package Name | A lookup field that searches across all active packages. Start typing to see matching package names. Supports fuzzy matching if enabled by your administrator. |
| Categories | Multi-select filter for package categories (e.g. Tour, Cruise, Rail). Select one or more categories to narrow results to packages assigned to those categories. |
| Package Code | Text field to search by package code. Requires at least 2 characters. |
| Date Range | A From and To date range. Only packages with departures (fixed) or availability (anyday/seasonal) within this date range will be returned. |
| Departure / Arrival Location | Filter packages by where the trip departs from and/or arrives at. These correspond to the Departure Location and Arrival Location fields on the package. |
| Included Locations | Filter by locations visited during the trip. Packages that include any of the selected locations in their itinerary will be returned. |
| Trip Duration | A slider to set a minimum and maximum number of nights. Only packages whose duration falls within the selected range will appear. |
| Rooms & Passengers | Configure the number of rooms and, for each room, the number of adults and children. This determines the occupancy used for pricing and availability calculations. |
| Channel | Select the sales channel. This affects which packages are visible (based on Access Rules) and which price lists are used. If you are on an itinerary record, the channel is typically pre-selected and locked. |
| Currency | Select the currency for displayed prices. If locked to the itinerary currency, this cannot be changed. |
| Promotions | Filter to show only packages that have a specific promotion available for the selected date range. |
| Activity Level | Filter packages by their activity level rating. |
| Service Levels | Filter by service level (e.g. Standard, Premium, Luxury). Only packages assigned to the selected service levels will appear. This filter is only shown if service levels are configured in your org. |
Two Ways to View Results
After running a search, results are displayed with two tabs at the top: Results and Availability. You can switch between them at any time without re-running the search.
- Results View — A table showing one row per package/departure combination, with pricing, service level, and promotions. Best for quickly comparing specific packages and prices.
- Availability View — A calendar-style grid showing packages on the left and dates across the top. Best for seeing availability across an entire month at a glance.
Results View
Table Columns
The Results table displays the following columns:
| Column | What it shows |
|---|---|
| Package Name | The name of the package. Click to view general package information. |
| Rooms | Number of rooms matching your search configuration. A warning icon appears if there are room-level errors (hover to see details). |
| Nights | Duration of the package in nights. |
| Start Date | The departure or start date for this result. |
| Service Level | The service level for this result, shown as a coloured badge. |
| Promotions | Any promotions that apply, shown as tags. Hover for promotion details. |
| Total Price | The total price for all rooms and passengers in the selected currency. |
| Monthly Prices | An eye icon — click to open the Monthly Prices calendar for this package. |
| Add to Itinerary | Button to add this package directly or launch the Booking Wizard. |
Sorting Results
Use the Sort By dropdown in the top-right corner of the results panel. You can sort by Package Name, Price, Start Date, or Duration.
Expanding a Row
Click the chevron on the left of any row to expand it. The expanded view shows:
- Day-by-Day Itinerary — A horizontal timeline displaying each day of the trip with the services included on that day. Scroll left/right to view longer itineraries.
- Pricing Summary — A table showing the price breakdown by room, including per-person prices and room totals.
General Package Information
Click the package name in any row to open an information panel showing general details about the package (description, included locations, activity level, and other metadata).
Monthly Prices Calendar
Click the eye icon in the Monthly Prices column to open a popup calendar. This shows:
- A full month view with the price shown on each available departure date.
- The lowest price in the month is highlighted with a distinct background colour.
- A promotions icon (green tag) appears on dates where a promotion applies.
- Navigate between months using the left/right arrows, and switch years with the year dropdown.
Availability View
The Availability View displays a calendar grid with packages listed on the left and days of the month shown as columns across the top. Each cell represents a specific departure date for that package.
Reading the Grid
Each row shows:
- Package Name — Sortable by clicking the column header.
- Monthly Prices icon — Click to open the Monthly Prices calendar.
- Nights — Package duration.
- Service Level — Abbreviated service level label.
- Tour Type icon — Indicates the departure type (Fixed, Anyday, etc.).
- Day cells — One cell per day showing availability status.
Understanding Cell Colours
| Cell Appearance | Meaning |
|---|---|
| White background with a number | 10 or more spaces available. The number shows available units. |
| Red background with a number | Between 1 and 10 spaces available. Limited availability. |
| Red text showing “Sold Out” | Zero availability. The departure exists but is fully booked. |
| Grey / dash (no value) | No departure exists on this date. The cell is not clickable. |
| Faded cell | The departure exists but does not match the currently selected Departure Type filter. |
Understanding Cell Values
- A number in the cell represents the person units available for that departure on that date.
- A blank white cell (no number, but white background) means the departure is bookable but inventory is not tracked numerically (unlimited or unmanaged inventory).
- “Sold Out” text means the departure has zero available units.
- An “E” value with a grey background indicates a configuration error — hover over the cell for details.
Cell Icons
| Icon | Meaning |
|---|---|
| Star (gold/yellow) | A promotion is available for this departure. Hover for the promotion name. |
| Warning triangle (red) | A configuration error exists. Hover to see the error message. Common errors include “No suitable services found” (error code 1040), which means the package cannot be priced for the selected occupancy/dates. |
| Filled circle (amber/orange) | An alert-level Package Note exists for this departure. |
| Filled circle (red) | An urgent-level Package Note exists for this departure. |
Knowing if a Promotion is Available
When a promotion applies to a departure date, a gold star icon appears in the cell. You can also see promotions in the cell’s hover tooltip. In the Availability View legend (top-right), the star is labelled “Promotions” for quick reference.
Hover Tooltip
Hovering over a clickable cell shows a popup with:
- The full date.
- Departure Status (e.g. Open, Closed) — for Fixed Departure packages.
- Departure Type — the departure type label.
- Any Package Notes with their severity (Alert or Urgent).
- Any configuration errors with their error message.
Filtering by Departure Type
Use the Departure Type multi-select dropdown in the header bar to filter cells. When departure type filters are active, cells for departures that don’t match the selected types appear faded (semi-transparent) and are effectively filtered out of view.
Sorting
Click the Package Name column header to sort alphabetically (ascending/descending). You can also use the Sort By dropdown in the header to sort by other criteria.
Navigating Months
Use the date filter in the top-right corner to move between months. Click the left/right arrows to step one month at a time.
Expanded Departure Detail
Click any available (coloured) cell to expand the row and see full details for that departure:
- Available / Total — Shows how many units are available out of the total (e.g. “8/20”).
- Travel Dates — The full start and end dates of the trip.
- Promotions — Any promotions that apply, with hover details.
- Departure Status — The current departure status (for Fixed Departure packages).
- Passenger Carrier — The ship or vehicle name (for cruise packages).
- Cabins — For cruise/cabin packages, a view icon to browse cabin availability and pricing.
- Package Notes — Activity level, Pace, and Minimum Age labels.
- Day-by-Day Itinerary — A timeline showing each day and its services.
- Pricing Summary — A price breakdown table. For cruise packages, this shows cabin-by-cabin pricing with room totals and a grand total. For land packages, this shows per-room pricing with category breakdowns.
Creating an Itinerary from Search
After finding a package, there are two paths to create a booking:
Add to Itinerary
Click the Add to Itinerary button (shown in both Results and Availability views). This directly adds the selected package and departure to your itinerary with the room and passenger configuration from your search filters. If you are in standalone mode (not already on an itinerary), you will be prompted to select an Account and Contact before the itinerary is created.
Booking Wizard
Click the Booking Wizard button to launch the multi-step Booking Wizard. This allows you to further configure the booking before it is created — including passenger details, cabin selection (for cruises), optional components, protection plans, and pre/post-stay extensions. Use this path when the booking requires additional configuration beyond the defaults.
Troubleshooting
Package not appearing in search results
- Is the package Active? — The package must have
Active = true. Inactive packages are excluded from all searches. - Check Visibility Setting — If set to
Restricted, there must be an Access Rule that grants access for the selected channel. If no channel is selected, the package appears only if the Access Rule has at least one channel assigned. - Date range mismatch — Ensure the package has departures or availability within the date range you searched. Fixed Departure packages need an Open departure; Seasonal/Anyday packages need valid time periods covering the dates.
- Service Level filtering — If service levels are configured in your org and the search includes
service_level_ids, only packages assigned to those service levels will appear. - Channel mismatch — If a specific channel is selected, the package must be visible to that channel via its Access Rules.
”No suitable services found” error
This error (code 1040) means the pricing engine could not find valid services for the package on the selected date with the selected occupancy. Common causes:
- The room configuration (number of adults/children) exceeds the package’s allowed occupancy.
- Price list items are not configured for the selected date range or passenger configuration.
- A required service within the package has no valid pricing for the dates.
Shows “Sold Out” but shouldn’t be
- Check the Allotment and Departure records to confirm actual inventory levels.
- Verify that other bookings haven’t consumed all available inventory.
- Check if there is a Stop Sale flag active on the departure.
For deeper diagnosis, see the Search Troubleshooting guide.
Permissions
This section covers access needed to search for packages and create bookings from Package Search (and related booking flows). For permissions required to create and configure packages — Package, Component, and Component Option records, including read access to Services and Inventory during setup — see Package Configuration — Permissions.
To use Package Search, users need the following access:
| Object / Area | Required Access |
|---|---|
| Package (Package__c) | Read access to the Package object and relevant fields (Name, Active, Visibility Setting, Code, Length, etc.) |
| Departure (Departure__c) | Read access to departure records for viewing fixed departure details and availability |
| Inventory (InventoryItem__c, Allotment__c) | Read access to view availability counts and inventory status |
| Price List (PriceList__c, PriceListItem__c) | Read access to price list records for pricing calculations to return results |
| Channel (Channel__c) | Read access to channel records for channel selection in filters |
| Service Level | Read access to service level records if service level filtering is configured |
| Access Rules | The package’s Access Rules must grant visibility to the user’s channel/account combination |
Note: Package Search respects both object-level security (CRUD) and field-level security (FLS). If a user cannot see a required field, the search may return incomplete results or errors. Work with your Salesforce administrator to ensure the appropriate Permission Sets or Profiles are assigned.