Action Templates -- Administration Guide¶
Overview¶
Action templates define the checklists that are automatically created when a booking is confirmed. Each template describes a single task -- what needs to be done, who should do it, when it is due, and what information must be collected upon completion.
Templates are organized into template sets, each tied to a service type (Hotel, Flight, Transfer, Activity). When a booking is confirmed, the system looks at the service lines in the booking, finds the matching template sets, and generates action items from the templates within each set.
This means you configure the workflow once, and every booking automatically gets the right checklist for its services. If your agency adds a new step to the hotel confirmation process, you update the Hotel template set and all future bookings pick up the change.
Default Template Sets¶
TQPro ships with four default template sets:
| Template Set | Service Type | Templates |
|---|---|---|
| Hotel Booking Actions | Hotel | 8 |
| Flight Booking Actions | Flight | 4 |
| Transfer Booking Actions | Transfer | 4 |
| Activity Booking Actions | Activity | 4 |
These cover the most common travel agency workflows. You can customize them or create additional sets as your processes evolve.
Accessing Action Templates¶
- Navigate to Tools in the main navigation menu.
- Click Action Templates.
- The page displays a table of all template sets.
Use the Service Type filter to narrow the list to a specific service type.
Managing Template Sets¶
Viewing Template Sets¶
The template sets table displays the following columns:
| Column | Description |
|---|---|
| Name | Template set name (clickable to view its templates) |
| Service Type | The service type this set applies to (Hotel, Flight, Transfer, Activity) |
| Description | Brief description of the template set's purpose |
| Templates | Number of action templates in the set |
| Status | Active or Inactive |
Click a set name to expand or navigate to its templates.
Creating a New Template Set¶
- Click [+ New Template Set].
- Fill in the following fields:
- Name -- A descriptive name (e.g., "Cruise Booking Actions").
- Service Type -- Select from the dropdown (Hotel, Flight, Transfer, Activity, Cruise, Visa, Other).
- Description -- Explain the purpose of this set.
- Sort Order -- Controls the display order relative to other sets.
- Click Save.
The new set is created in Active status with zero templates. You can now add templates to it.
Editing a Template Set¶
- Click the pencil icon on the template set row.
- Modify the desired fields.
- Click Save.
Deactivating a Template Set¶
- Click the trash icon on the template set row.
- Confirm the deactivation.
Deactivated sets stop generating new actions on future bookings. Existing action items created from the set's templates are preserved and remain on their bookings.
Managing Action Templates (The Guided Wizard)¶
Creating a New Action Template¶
Within a template set, click [+ New Template] to open the wizard. The wizard guides you through 7 steps.
Step 1: What is this action?¶
- Description: Write a clear, actionable description (e.g., "Confirm hotel booking with supplier"). This is what agents see in their action list.
- Action Code: Auto-generated from your description. Click "Customize" to change it to a shorter code.
- Position in workflow: Choose where this action appears in the sequence. Actions are numbered and executed in order.
Step 2: When should this action be created?¶
Three options:
- Always required -- Created every time a booking has this service type. Must be completed before a voucher can be generated.
- Always created, but optional -- Created every time, but does not block voucher generation.
- Only when a condition is met -- Created only when one of the following conditions is true:
- The service line has special requests
- Multiple rooms/units are booked (quantity > 1)
- Passengers are assigned to the service
- A custom attribute exists (specify the attribute name)
Step 3: When is the deadline?¶
Set the deadline using natural language:
"This action should be completed 7 days before the travel start date"
The system shows a preview: "Example: If travel starts May 15, this action is due by May 8"
Reference dates:
| Reference Date | Best For |
|---|---|
| Travel start date | Pre-trip preparation tasks (e.g., requesting quotations, sending confirmations) |
| Service date | Per-service tasks (e.g., check-in, driver assignment, e-ticket issuance) |
| Booking confirmation | Post-confirmation administrative tasks (e.g., processing payment, filing documents) |
Check "No specific deadline" if the action has no time constraint.
Step 4: Who should do it?¶
Select the team or role responsible for this action:
| Assignee | Typical Tasks |
|---|---|
| Booking Agent | Automatically assigned to whoever manages this booking. Best for customer-facing and booking-specific tasks. |
| Finance Team | Payment processing, invoicing, refunds, and financial reconciliation. |
| Operations Team | Logistics, transport coordination, supplier management, and on-the-ground operations. |
Step 5: Does this depend on a previous step?¶
- Select "No dependency" if this action can start immediately after the booking is confirmed.
- Or select a previous action from the list -- this action will be blocked until that dependency is completed.
Example: "Confirm reservation with selected hotel" depends on "Compare quotes and select hotel" being completed first.
Dependencies enforce workflow order. An agent cannot mark a blocked action as complete until its dependency is done.
Step 6: What information should be collected?¶
Define the data fields agents must fill in when completing this action. Each field has:
| Setting | Description |
|---|---|
| Field label | What the agent sees (e.g., "Confirmation Reference") |
| Type | Text, Number, Date, or Long text |
| Required | Must be filled in to complete the action |
| Show on voucher | This value will appear on the customer voucher (with an optional voucher label) |
Common examples by action type:
| Action Type | Typical Fields |
|---|---|
| Hotel confirmation | Confirmation Reference (text, required, voucher), Confirmation Date (date) |
| Flight e-ticket | E-Ticket Number (text, required, voucher), Document ID (number) |
| Transfer driver | Driver Name (text, voucher), Driver Phone (text, voucher), Licence Ref (text) |
| Activity voucher | Voucher Code (text, required, voucher), Meeting Point (text, voucher) |
You can add multiple fields per action template. Click [+ Add Field] for each additional field.
Step 7: Internal notes¶
Add instructions or context visible to staff only. These notes are not shown to customers. Use this for:
- Standard operating procedures
- Supplier contact details
- Common pitfalls or reminders
- Links to external systems or documents
Editing an Existing Template¶
- Click the pencil icon on any template row.
- The wizard opens with a summary banner showing a human-readable description of the current configuration.
- All 7 steps are pre-populated -- click any step indicator to jump directly to it.
- The "Save Template" button is available on every step, so you can save after changing a single step without clicking through the rest.
Deleting a Template¶
- Click the trash icon on the template row.
- Confirm the deletion.
Templates can only be deleted if no action items reference them. If action items exist (on current or past bookings), deactivate the parent template set instead.
Understanding the Summary Banner (Edit Mode)¶
When editing a template, the wizard shows a plain English summary at the top of the page. This helps you quickly understand the current configuration before making changes.
Example:
Summary: This is a required action assigned to the Booking Agent, due 30 days before travel start. It depends on #1 Request quotations from hotels being completed first. When completed, the agent must provide: Selected Hotel (text, required), Confirmed Rate (number).
The summary updates in real time as you modify steps.
Default Template Sets Reference¶
Hotel Booking Actions (8 actions)¶
| # | Action | Required | Conditional | Deadline | Assignee | Depends On |
|---|---|---|---|---|---|---|
| 1 | Request quotations from hotels | Yes | No | -30d / travel start | Booking Agent | -- |
| 2 | Compare quotes and select hotel | Yes | No | -25d / travel start | Booking Agent | #1 |
| 3 | Confirm reservation with selected hotel | Yes | No | -20d / travel start | Booking Agent | #2 |
| 4 | Process supplier payment | Yes | No | -15d / travel start | Finance | #3 |
| 5 | Obtain confirmation number | Yes | No | -10d / travel start | Booking Agent | #3 |
| 6 | Confirm special requests acknowledged | No | If special requests | -7d / travel start | Booking Agent | #3 |
| 7 | Collect and submit rooming list | No | If quantity > 1 | -7d / travel start | Booking Agent | #3 |
| 8 | Send confirmation to customer | Yes | No | -5d / travel start | Booking Agent | #5 |
Flight Booking Actions (4 actions)¶
| # | Action | Required | Conditional | Deadline | Assignee | Depends On |
|---|---|---|---|---|---|---|
| 1 | Issue or obtain e-ticket | Yes | No | -5d / service date | Booking Agent | -- |
| 2 | Record PNR / booking reference | Yes | No | -5d / service date | Booking Agent | -- |
| 3 | Verify passport data against ticket | Yes | No | -3d / service date | Booking Agent | #1 |
| 4 | Web check-in reminder | No | No | -1d / service date | Booking Agent | #1 |
Transfer Booking Actions (4 actions)¶
| # | Action | Required | Conditional | Deadline | Assignee | Depends On |
|---|---|---|---|---|---|---|
| 1 | Confirm with transport supplier | Yes | No | -7d / service date | Operations | -- |
| 2 | Record vehicle details | Yes | No | -3d / service date | Operations | #1 |
| 3 | Record driver details | Yes | No | -2d / service date | Operations | #1 |
| 4 | Confirm pick-up details | Yes | No | -1d / service date | Operations | #1 |
Activity Booking Actions (4 actions)¶
| # | Action | Required | Conditional | Deadline | Assignee | Depends On |
|---|---|---|---|---|---|---|
| 1 | Obtain activity voucher/ticket | Yes | No | -5d / service date | Booking Agent | -- |
| 2 | Confirm transport to activity | No | Yes (conditional) | -3d / service date | Operations | -- |
| 3 | Confirm guide assignment | No | Yes (conditional) | -3d / service date | Operations | -- |
| 4 | Collect participant details | No | Yes (conditional) | -5d / service date | Booking Agent | -- |
Tips and Best Practices¶
- Start with the defaults. The default template sets cover the most common scenarios. Customize them as you learn what works for your agency.
- Keep descriptions actionable. Write descriptions as tasks: "Confirm hotel booking" not "Hotel confirmation status".
- Use dependencies wisely. Do not chain everything in a strict sequence. Only add dependencies where the order truly matters. Independent tasks (like recording a PNR and issuing an e-ticket) can run in parallel.
- Required vs Optional. Mark actions as required only if they are essential for the customer voucher. Too many required actions delays voucher generation.
- Conditional actions save time. Use conditions to avoid creating unnecessary tasks (e.g., no rooming list action for single rooms, no special-request follow-up when there are no special requests).
- Result fields for vouchers. Mark fields as "Show on voucher" when the data needs to appear on the customer's travel document (confirmation numbers, driver details, voucher codes).
- Review before saving. Use the summary banner in edit mode to verify the full configuration of a template at a glance before saving.
- Test with a sample booking. After modifying templates, create a test booking and confirm it to verify the generated actions match your expectations.