Availability by Customer

Action Flow

The division will depend on the leadtime between Booking Creation Date and Tour Date.

  • Case 1: More than 5 days to the tour
  • Case 2: Between 5 days and 2 days to the tour
  • Case 3: Between 2 days and Cut Off to the tour
  • Case 4: After Cut Off
  • Case 5: Inquiry about the customer group with more than 8 people

Case 1: More than 5 days to the tour

  1. Details: Request is More than 5 days to the tour from Customer
  2. Expected Action: Designtaed Action for each situation
  3. Tag on FreshDesk: availability
  4. Action Flow:

Availability

  1. Necessary Information:

  1. Operation Manual:

    • How to Create a New Tour Group on BackOffice (ID:1-1,1-3,1-6,1-7)
    • How to Refund (ID:1-4,1-8)

  1. Message Template:

    • Refund (ID:1-4,1-8)
    Hi,
    This is MagicalTrip Support Team.
    We are reaching out to you regarding your reservation that is planned on `tour date`.
    We are really afraid to tell you this but it seems your booking exceeded our tour capacity somehow, so we will not be able to accommodate you on this day. 
    We are sincerely sorry for this inconvenience.
    Due to this, we will need to cancel your booking, and issue the full refund for your booking now.
    If you have any chance to join our tour on the other dates, please kindly make another reservations again.
    Please also kindly note that it can take 5 to 10 days until you see the reufund on your bank acocunt.
    We sincerely apologize for the inconvenience, and hope we still have chance to accommodate you on the tours.
    Best regards,
    Magical Trip Support Team

Case 2: Between 5 days and 2 days to the tour

  1. Details: Request is Between 5 days and 2 days to the tour from Customer
  2. Expected Action:
  3. Tag on FreshDesk: availability
  4. Action Flow:

Availability

  1. Necessary Information:

  1. Operation Manual:

    • How to Create a New Tour Group on BackOffice (ID:2-2,2-6)
    • How to Change the Tour Group Capacity(ID:2-3,2-5,2-7)

  2. Message Template:

    • Refund (ID:2-4,2-8)
    Hi,
    This is MagicalTrip Support Team.
    We are reaching out to you regarding your reservation that is planned on `tour date`.
    We are really afraid to tell you this but it seems your booking exceeded our tour capacity somehow, so we will not be able to accommodate you on this day. 
    We are sincerely sorry for this inconvenience.
    Due to this, we will need to cancel your booking, and issue the full refund for your booking now.
    If you have any chance to join our tour on the other dates, please kindly make another reservations again.
    Please also kindly note that it can take 5 to 10 days until you see the reufund on your bank acocunt.
    We sincerely apologize for the inconvenience, and hope we still have chance to accommodate you on the tours.
    Best regards,
    Magical Trip Support Team

Case 3: Between 2 days and Cut Off to the tour

  1. Details: Request is Between 2 days and Cut Off to the tour from Customer
  2. Expected Action: Designtaed Action for each situation
  3. Tag on FreshDesk: availability
  4. Action Flow:

Availability

  1. Necessary Information:

  1. Operation Manual:

    • How to Create a New Tour Group on BackOffice(ID:3-2)
    • How to Change the Tour Group Capacity(ID:3-3,3-5,3-7)

  2. Message Template:

    • Reject (ID:3-4,3-8)
     Hi,
    This is MagicalTrip Support Team.
    We are reaching out to you regarding your reservation that is planned on `tour date`.
    We are really afraid to tell you this but it seems your booking exceeded our tour capacity somehow, so we will not be able to accommodate you on this day. 
    We are sincerely sorry for this inconvenience.
    As we checked the system, it seems the calendar was shomehow kept open even though it was supposed to be clsoed.
    Due to this, we will need to cancel your booking, and issue the full refund for your booking now.
    If you have any chance to join our tour on the other dates, please kindly make another reservations again.
    Please also kindly note that it can take 5 to 10 days until you see the reufund on your bank acocunt.
    We sincerely apologize for the inconvenience, and hope we still have chance to accommodate you on the tours.
    Best regards,
    Magical Trip Support Team

Case 4: After Cut Off

  1. Details: Request is After Cut Off from Customer
  2. Expected Action: Designtaed Action for each situation
  3. Tag on FreshDesk: availability
  4. Action Flow:

Availability

  1. Necessary Information:

  1. Operation Manual:

    • How to Change the Tour Group Capacity(ID:4-2,4-3)

  2. Message Template:

  • Refund (ID:4-4,4-8)

      Hi,
      This is MagicalTrip Support Team.
      We are reaching out to you regarding your reservation that is planned on `tour date`.
      We are really afraid to tell you this but it seems your booking exceeded our tour capacity somehow, so we will not be able to accommodate you on this day. 
      We are sincerely sorry for this inconvenience.
      As we checked the system, it seems the calendar was shomehow kept open even though it was supposed to be clsoed.
      Due to this, we will need to cancel your booking, and issue the full refund for your booking now.
      If you have any chance to join our tour on the other dates, please kindly make another reservations again.
      Please also kindly note that it can take 5 to 10 days until you see the reufund on your bank acocunt.
      We sincerely apologize for the inconvenience, and hope we still have chance to accommodate you on the tours.
      Best regards,
      Magical Trip Support Team

  • Refund (ID:4-5,4-6,4-7)

       
       Hi,
      This is MagicalTrip Support Team.
      We are reaching out to you regarding your reservation that is planned on `tour date`.
      We are really afraid to tell you this but we will not be able to accommodate you on this day. 
      We are sincerely sorry for this inconvenience.
      On this day, we did not assign any tour guides in the gruop, so the calendar was supposed to be closed accordingly, but it was somehow opened. 
      Due to this, we will not be able to conduct the tour, and issue the full refund for your booking now.
      If you have any chance to join our tour on the other dates, please kindly make another reservations again.
      Please also kindly note that it can take 5 to 10 days until you see the reufund on your bank acocunt.
      We sincerely apologize for the inconvenience, and hope we still have chance to accommodate you on the tours.
      Best regards,
      Magical Trip Support Team

Case 5: Inquiry about the customer group with more than 8 people

  1. Details: Request is from the customer with more than 8 people
  2. Expected Action: Take Over to MagicalTrip
  3. Tag on FreshDesk: availability
  4. Action Flow: Take Over to MagicalTrip
  5. Neccesarry Information: The number of people in the customer gruop
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