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CWWC Reservations Docs

Manage Seasons

Intro

Seasons allow you to organize your tour schedules and pricing rules by time periods throughout the year. This is useful when your tour offerings, availability, or pricing change based on the time of year (e.g., peak season, off-season, holiday season).

A season contains the following properties:

  • Name: A descriptive name for the season (e.g., “Peak Season”, “Summer”, “Holiday Season”)
  • Start Date: The date when the season begins
  • End Date: The date when the season ends
  • Recur Annually: (Optional) When enabled, the season will recur every year based on month and day only, regardless of the year

Seasons can span across year boundaries (e.g., a winter season that runs from December 1st to February 28th).

Who’s allowed to manage seasons?

  • Owners & Managers: Can create, edit, duplicate, and delete seasons (if not linked to schedules or pricing rules)

Creating a Season

  1. Navigate to the Seasons page (under Settings)
  2. Click the “Create Season” button
  3. Fill out the form:
    • Name: Enter a descriptive name for the season
    • Recur Annually: (Optional) Toggle this on if you want the season to recur every year
    • Start Date / Start Month & Day:
      • If “Recur Annually” is OFF: Select a full date (month, day, and year)
      • If “Recur Annually” is ON: Select only the month and day (no year selection)
    • End Date / End Month & Day:
      • If “Recur Annually” is OFF: Select a full date (month, day, and year)
      • If “Recur Annually” is ON: Select only the month and day (no year selection)
  4. Click “Create”

Once you’ve created a season, you can add schedules and pricing rules that apply to that season.

Recurring Seasons

Recurring seasons are perfect for seasons that happen every year on the same dates, such as:

  • Year Round: January 1 - December 31 (applies every year)
  • Summer Season: June 1 - August 31 (applies every year)
  • Holiday Season: December 15 - January 5 (spans year boundary, applies every year)

When you enable “Recur Annually”:

  • The date pickers are replaced with month and day dropdowns
  • You only need to select the month and day (e.g., January 1, June 15)
  • The season will automatically apply to those dates every year, regardless of the year
  • The system stores the dates with the current year, but matches them based on month and day only

Example: If you create a recurring season from June 1 to August 31, it will match:

  • June 1, 2024 - August 31, 2024
  • June 1, 2025 - August 31, 2025
  • June 1, 2026 - August 31, 2026
  • And so on, for any year

This is especially useful for seasons like “Year Round” that should always be active, or seasonal patterns that repeat annually.

Understanding Seasons

Seasons are used to organize when tours are available and what pricing applies during different times of the year. For example:

  • Peak Season (June 1 - August 31): Higher prices, more tour times available
  • Off-Season (September 1 - May 31): Lower prices, fewer tour times
  • Holiday Season (December 15 - January 5): Special pricing and schedules

When creating tour schedules or pricing rules, you’ll select which season they apply to. This allows you to have different tour availability and pricing throughout the year.

Managing Schedules

From the Seasons page, you can view and manage all schedules associated with a season. To manage schedules for a specific season:

  1. Navigate to the Seasons page
  2. Click on a season to edit it
  3. Click the “Schedules” tab

Within the Schedules tab, you can:

  • View all schedules for this season
  • Add new schedules by clicking “New Schedule”
  • Edit existing schedules
  • Delete schedules

Adding a Schedule to a Season

When adding a schedule from the Seasons page:

  1. Click the “Schedules” tab on a season
  2. Click “New Schedule”
  3. Fill out the form:
    • Tour: Select which tour template this schedule applies to
    • Start Time: The time when the tour begins
    • End Time: The time when the tour ends
    • Tours per Time: (Optional) The number of simultaneous tours that can be booked for this time slot. Leave blank for no limit.
  4. Click “Create”

Note: The season is automatically set to the current season you’re viewing. You’ll need to set the days of the week for the schedule from the Tour Template’s “Tour Availability” tab.

Managing Pricing Rules

From the Seasons page, you can view and manage all pricing rules associated with a season. To manage pricing rules for a specific season:

  1. Navigate to the Seasons page
  2. Click on a season to edit it
  3. Click the “Pricing Rules” tab

Within the Pricing Rules tab, you can:

  • View all pricing rules for this season
  • Add new pricing rules by clicking “New Pricing Rule”
  • Edit existing pricing rules
  • Delete pricing rules

Adding a Pricing Rule to a Season

When adding a pricing rule from the Seasons page:

  1. Click the “Pricing Rules” tab on a season
  2. Click “New Pricing Rule”
  3. Fill out the form:
    • Tour: Select which tour template this pricing rule applies to
    • Min Age: The minimum age this price applies to (required)
    • Max Age: (Optional) The maximum age this price applies to. Leave blank for no age limit.
    • Min Guest Count: The minimum number of guests this price applies to (required)
    • Max Guest Count: (Optional) The maximum number of guests this price applies to. Leave blank if no limit.
    • Is ranged price?: Toggle this if the price is a total price for a range of guests (e.g., $450 total for 1-2 guests)
    • Price:
      • If “Is ranged price?” is enabled: Enter the total price for the guest range
      • If “Is ranged price?” is disabled: Enter the price per guest
  4. Click “Create”

Note: The season is automatically set to the current season you’re viewing.

Understanding Ranged Prices

Ranged prices allow you to set a fixed total price for a range of guests. For example:

  • 1-2 guests: $450 total (not per guest)
  • 3-4 guests: $600 total
  • 5+ guests: $150 per guest

When “Is ranged price?” is enabled, the price field represents the total cost for all guests within the specified guest count range.

Duplicating a Season

You can quickly create a copy of an existing season with all its settings:

  1. Navigate to the Seasons page
  2. Find the season you want to duplicate
  3. Click the “Duplicate” action (three dots menu)
  4. The new season will be created with “(Copy)” appended to the name
  5. Edit the new season to adjust dates and name as needed

Note: When duplicating, the schedules and pricing rules are not copied - only the season’s basic information (name, start date, end date, and recurring status).

Editing a Season

  1. Navigate to the Seasons page
  2. Click on the season you want to edit, or click the “Edit” action
  3. Modify the name or dates as needed
  4. Click “Save”

Note: Changing a season’s dates will affect which dates the season applies to, but won’t automatically update schedules or pricing rules. Make sure your schedules and pricing rules still align with the new date range.

Deleting a Season

You can delete a season if it’s not being used by any schedules or pricing rules:

  1. Navigate to the Seasons page
  2. Find the season you want to delete
  3. Click the “Delete” action (three dots menu)
  4. Confirm the deletion

Important: A season cannot be deleted if it has:

  • Any schedules linked to it
  • Any pricing rules linked to it

If you try to delete a season that’s in use, the delete button will be disabled with a tooltip explaining why. You’ll need to remove or reassign all schedules and pricing rules first.

Viewing Season Information

The Seasons table displays:

  • Name: The season’s name
  • Start Date: When the season begins
  • End Date: When the season ends
  • Schedules: Count of schedules linked to this season
  • Pricing Rules: Count of pricing rules linked to this season

You can sort and search by name or dates to quickly find the season you’re looking for.

Best Practices

  1. Plan your seasons in advance: Create seasons for the entire year at the beginning of the year to ensure consistent organization
  2. Use descriptive names: Clear season names make it easier to identify which season applies to a given date
  3. Use recurring seasons for annual patterns: If a season happens every year on the same dates (like “Summer” or “Year Round”), enable “Recur Annually” to avoid having to update dates each year
  4. Avoid overlapping seasons: While the system supports overlapping date ranges, it’s clearer to have distinct, non-overlapping seasons
  5. Review season usage: Before deleting a season, check the Schedules and Pricing Rules tabs to see what’s linked to it
  6. Update dates carefully: When editing season dates, verify that your schedules and pricing rules still make sense for the new date range

How Seasons Work with Tour Templates

Seasons are used in two main ways:

  1. Tour Schedules: When creating a schedule for a tour template, you select which season that schedule applies to. This allows you to have different tour times available during different seasons.

  2. Pricing Rules: When creating a pricing rule for a tour template, you select which season that pricing applies to. This allows you to have different prices during different seasons (e.g., higher prices during peak season).

When a visitor creates a reservation, the system:

  1. Determines which season(s) apply to the selected date
    • For regular seasons: Matches the exact date range (including year)
    • For recurring seasons: Matches the month and day, regardless of year
  2. Shows only schedules that match the selected date and season
  3. Applies pricing rules that match the guest’s age, guest count, and season

This allows you to have flexible, season-based pricing and availability throughout the year. Recurring seasons are especially useful for patterns that repeat annually, as they automatically work for any year without needing updates.