Do you have a trip that’s available on multiple dates during the year or the season? If yes, then our Calendar Feature will help you to manage recurring trips easily, including the ability to block off unavailable dates, make personal pricing adjustments, and manage availability per date. Your clients will be able to easily select and book the trip on a given date.
Under "Trip Basics", you can select whether the trip is offered one time or is a recurring trip. When you select Recurring Trip, it will change from dates to trip length instead:
On your booking page, it will show the duration of your trip instead of the trip dates.
There will now be an additional tab on your trip builder called “Departures”. Here, you can add all start dates on which you are offering your trip. You will be able to click on a single day, a weekday, or an entire month to select multiple departure dates at once.
Tip: When clicking on a week number to the left of the calendar, it will select all the dates within that week, so you don’t need to manually click on every day of the month. If you click on the name of the month, the calendar will automatically select the entire month for your available departures.
Keep in mind that the pricing for each date will be the same. The maximum group availability, package availability, and add-on option availability will be the same for each departure date.
Example: You set the maximum group size to 10, and the trip length is 7 days. If you receive 10 bookings for the trip leaving on January 1st, then this departure will be sold out. However, your client can still book for the departure date of January 2nd if you have selected this date as available under the settings.
After choosing departure dates, you can now add relevant price adjustments. This will allow you to adjust the price for specific departure dates and make necessary adjustments for seasonal price changes.
Note: The "Add Price Adjustment" feature is only enabled for WeTravel Pro users.
If you have a payment plan set up, then the price adjustment will reduce or increase the installments one by one, starting from the final payment.
Note: You can only set one price adjustment per date range. Price adjustments only apply to package prices, not to extra add-on options. Let’s say your client books 2 participants (2 packages) and you set up a -$100 adjustment. Then, both travelers will receive a $100 adjustment – a total of $200.
Payment plans and booking deadlines
Payment plans and booking deadlines will be shown as "Days before departure" for recurring trips. When setting up a payment plan for the whole pricing package or for one participant, you will be able to enter how many days before departure each installment is due (e.g., 30 days before departure).
If you then choose to set a booking deadline for the package and let’s say decide to allow your participants to book until "30 days before departure", here’s what it will look like to your participants:
Frequently Asked Questions (FAQ)
Can I switch between recurring and one-time trips?
After you receive a booking, you will no longer be able to switch between recurring and one-time bookings (or vice versa). If the trip does not have any bookings, you, as the organizer, can switch back and forth - we will save payment plans and booking deadlines correctly.
Do price adjustments apply to the deposit?
No. Adjustments do not apply to the deposit. Only if an adjustment lowers the trip price below the deposit amount will the deposit automatically be reduced to match the new trip price.
Can I change the departure date for my participants?
As the organizer, you can change the departure date by selecting "Change Departure" in the three-dot menu. If you choose to change the departure date to one with a different price, it will not automatically adjust the price. Don’t worry - you can set a Custom Price to adjust the price for your participant if needed.
Will my clients be able to see available packages on the main trip page?
If the trip is recurring, then we completely hide the number of available packages, because only during checkout will we know which departure date your client is booking for.
Can I embed a Calendar widget on my website?
Yes, you can now easily embed a calendar widget onto your website! If the trip is recurring, this widget will be added between the "Packages" and the "Direct Link" widget, as shown below:
You will be able to customize the title text, the button text, and the color of the widget button.
Is there a waitlist for recurring trips?
Yes! When a trip date is sold out, your clients can sign up for the waitlist for that day.
Can I schedule messages for recurring trips?
Yes, you can! When you go to "Manage Trip" and select the "Message" tab, you can select if you want to message all participants or only those on specific dates.
For recurring trips, you can only schedule messages when you select "future departure dates."
Please contact us if you have any other questions. We will be happy to help!