Group Travel & Tour Planning

How does 1pm work for Group Travel & Tour Planners?

Group travel or tour planning is one of the major use cases for the 1pm application, especially with the recent introduction of files and attachments and it’s unique ‘real-time’ architecture.

Runsheet Attachments

Probably the most useful and powerful feature for group travel and tour planning within 1pm is the file manager.

You can maintain a database of attachments relevant to your group travel or tour planning, including documents such as:

  • Travel insurance.

  • Hotel and acommodation bookings.

  • Flight, train and transit bookings and confirmations.

  • Supplemental document for planned Activities.

  • Any associated PDF documents, images or links to attach to the itinerary.

These attachments appear within the live runsheet in the Event Portal, allowing appropriate access to these files to the various Participants (whether they be tour group members, assistants or internal staff).

Day Labels

Something as simple as being able to label a day within 1pm is vitally important when planning a multi-day trip or itinerary. You can see at a glance what the focus of that day is (whether it’s the city name you are in, or the hotel name everyone is staying at).

Scoped Information Access

It has never been so important to ensure the right person has the right access to information, at the right time.

Within the 1pm the itinerary is referred to as the ‘Runsheet’ but when planning group travel this is really what you might call the ‘Itinerary’.

All Participants within 1pm can access either then Agenda, the Agenda & Runsheet or the Agenda, Runsheet and Internal Activity. This combination of access rights is powerful, as it allows you to customise the itinerary for various stakeholders and all the different people that need it (from assistant and managers, through to third party suppliers).

When attaching files to runsheet activity there are five levels of access:

  • Agenda for Everyone

  • Runsheet for Everyone

  • Agenda & Runsheet for Everyone

  • Runsheet for Assignees Only

  • Admin Area Only

In addition to this, the ‘Internal’ flag overrides all access to any Activity for the person viewing the runsheet, meaning only internal people can see that information.

Tagged Information Access

Runsheet Activity can also added in the context of a Crew Tag. For example, if you Tag Activity with the Tag ‘Catering’ only Crew Members tagged ‘Catering’ will see those Activities on their runsheet.

1pm Dynamic Itinerary

Within 1pm when updating the runsheet (itinerary) changes appear in the Admin area and also the Live Event Portal instantaneously. There is no need to refresh the page (unless the change is major - in which case the Crew member will be prompted to do so).

This means that anytime Activity is changed, Crew receive those updates in real-time which is very helpful when you need to communicate changes in real-time.

One Offline Pdf with All Attachments

1pm works best when paired with a stable internet connection like any 4G or 5G internet connection. Should the connection go down, 1pm will automatically refresh on reconnection.

While 1pm does not offer any offline support for data or attachments, these can be downloaded before or during the trip into one consolidated PDF file which includes attachments.

That means if your internet is down, or you are in the middle of nowhere… you can access the consolidated PDF and open any attachment on your device (mobile phone, tablet or computer) and get the information you need at your fingertips.

Activity Task Assignments

When you assign a task witihn 1pm to a Crew member, that Crew member is able to mark that task as completed. The Admin area updates immediately with that information. You will always know what tasks have been completed when they are assigned to any Crew during the trip.

Multi-Admin User Support

1pm supports an unlimited number of Admin users who have access to the Admin area within 1pm.

This might be key managers such as the Tour Manager, Road Manager etc.

As an Admin updates 1pm, changes are reflected in real-time across the application to all Crew or anyone who needs limited (scoped) access to that information on a case by case basis.

Space (Workspace) Support

Spaces in 1pm are really a short name for ‘Workspaces’ and allow you to store all Activity, Files & Attachments and importantly branding within one bucket or ‘Space’.

When planning group or tour travel, our customers use the Space branding feature to display the tour logos and branding, and often sponsors logos.