Additional information on groups and guides

Classifying groups and guides

Do you manage group visits and want to use your own criteria to classify groups and guides? SecuTix offers you a new function that will give you the flexibility that you need.

Defining classifications

A classification is defined by the following attributes:

• Classification name, for example a level of knowledge
• Classification value. Necessary for determining the display order on the screens
• Possible values for this classification, for example beginner, advanced or expert
• Is this classification used in guide planning? (yes, no)

Using classifications in guide planning

Once the classifications have been defined with SecuTix, you can link them to guides and integrate them in the planning process. For example, if the “knowledge level” classification is used in your guide planning, you can specify that Guy Marchand is qualified for “beginner” groups, while Sophie Larmonique is qualified for “advanced” and “expert” groups.

Group information

When group visits are being purchased, the ticket office operator or internet user completes the fields relating to the classifications.

• Information used to plan guides must be provided
• Information that is not necessary for guide planning is optional.
• You can decide to hide the classifications that are not required for planning and that your operators can complete themselves from internet users.

Guide planning

An initial classification level is already offered by default in the visits calendar, including for language and theme. You can now use other criteria to determine whether a guide is qualified or not as part of visit planning. If we return to the previous example, Guy Marchand would be identified as not qualified for a group that requires an “expert” level of knowledge. However, your can always make a guide available for a visit, even if they are not qualified for the group concerned.

Reporting

The three highest-priority classifications (the minimum qualifications) may be displayed in all reports in the “visit planning” sub-theme.

Notes

The information on the groups (name and type) and on visits (language and theme) remains unchanged.

Actual number of participants

The actual number of participants taking part in a visit can differ from the number of participants mentioned at the time of booking. Until now, if the group was required to pay a supplement or receive a partial refund, they were required to go to a ticket office, which would then take payment or issue the refund and issue new tickets. A simplified procedure is now available if the difference between the planned and actual numbers does not involve a change in price or if the institution decides not to issue a refund or request payment of the price difference. In that case, the operator at the ticket office (or a staff member responsible for welcoming groups) may simply enter the number of participants and, if necessary, the actual number of chaperones in the group.

This number is displayed in the calendar. It is also included in the reports relating to the “footfall” and “visit planning” sub-themes. The reports relating to “visit planning” can also display the difference between the expected (that is, mentioned at the time of booking) and actual numbers of participants.