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Supplier Portal

The Supplier Domain serves as the central workspace where suppliers manage all aspects of their products, bookings, and customer interactions within the platform. It provides a complete set of tools that enable suppliers to create, configure, and monitor their offerings, ensuring smooth operations and an optimised booking experience for consumers.

The Product Domain allows suppliers to create, configure, and manage all product details, pricing, availability, and content.

The Booking Availability Domain provides a centralised view for tracking and managing bookings, cancellations, and customer details in real time.

The Questions domain lets suppliers create and manage booking questions, such as dietary preferences, accessibility needs, or add-ons. These can link to multiple products, streamlining bookings and capturing the right customer information.

Homepage

The homepage provides suppliers with a centralised dashboard to manage all aspects of their offerings on the platform. It gives an at-a-glance summary of their product inventory and direct access to key management tools.

At the centre of the page, the My Products card displays the total number of products the supplier has created, along with quick actions to list existing products or create a new one.

On the right-hand side, the Quick Links panel provides streamlined navigation to three key areas:

My Products – for creating and managing all product listings, including descriptions, pricing, and media.
Booking Availabilities – for managing and monitoring live bookings, ensuring that availability and capacity are kept up to date.
Questions – for creating and editing customisable questions that can be attached to multiple products to collect traveller details or preferences during booking.

Product Management

Product List

The Product List page allows suppliers to view, manage, and track all products they have created within the platform. It provides a structured overview of each product’s key information, ensuring suppliers can easily monitor status, performance, and configuration.

Each product entry displays essential details, including the product name, code, supplier name, location (places), source instance, commission rate, and activation status. The status indicator (e.g., Active) helps suppliers quickly identify which products are live and available for booking.

At the top of the page, suppliers can use the search bar to find specific products by name or code, and the Filter, Action, and Report buttons enable refined searches, bulk actions, and data exports.

Product Management Actions

The Product Management Actions are integrated directly within the Product List page, allowing suppliers to efficiently manage, categorise, and enrich their products without leaving the main product overview. This streamlined design ensures suppliers can perform all key actions from creation to organisation in one place.

When suppliers navigate to the Product List page, they can view all existing products along with key details like product name, code, commission rate, and activation status. From here, the Action button opens the My Product Actions menu, giving suppliers direct access to product creation and management tools.

Create Product

Selecting Create Product opens a guided form for adding a new experience to the platform. Suppliers can define core product details, including the product name, description, location, pricing, and imagery.
This option helps suppliers expand their portfolio quickly and ensures that all products are consistent with the platform’s data structure and standards.

Manage Categories

The Manage Categories tool allows suppliers to organise existing products into structured activity groups directly from the Product List.

Suppliers can browse through or search for specific categories (e.g., Adventure & Outdoor / Activities / Climbing or Sports / Multi Sport).
Once a category is selected, it’s linked to the product to improve its discoverability across Storefront or the Agent Portal.
This ensures products appear in the correct marketplace listings and are easily found by agents or consumers searching by type or theme.

Manage Attributes

The Manage Attributes function lets suppliers assign descriptive features to their products to highlight important characteristics such as accessibility, amenities, or flexibility.

Suppliers can search for and select attributes like Free Cancellation, Wheelchair Accessible, Public Transport Nearby, or Entrance Fees Included.
These attributes enhance the product’s visibility, helping agents and consumers filter offerings according to their preferences or requirements.

Product Creation

The Create Product page within the Supplier Portal allows suppliers to build and publish new products on the platform, supporting both Paid and Free product types. This flexibility ensures suppliers can create a wide range of offerings, from complimentary experiences such as museum entry or walking tours to paid tours, activities, and attractions.

Supplier

The Supplier field is automatically populated and cannot be manually selected or changed.
It displays the supplier’s name to indicate which partner channel the product is being created under. This ensures that every product is automatically linked to the correct synchronisation source for reporting, availability management, and booking attribution, eliminating the need for manual user selection.

Basic Information

This section captures the key details customers will see:

Product Name: The title displayed on the platform, available in multiple languages.
Description: A detailed overview of the experience, including highlights, inclusions, or unique selling points.
The multilingual fields help make the product accessible to a global audience.

Location

Suppliers specify where the experience takes place by entering:

Location: The primary city or address where the product starts.
End City: The city where the experience concludes (if applicable).
This ensures accurate mapping and location filtering for consumers.

Price

This section defines the product’s pricing model. Suppliers can select between:

Paid Product: Allows suppliers to set a guide price and select a currency, which will be displayed to consumers on product cards.
Free Product: Designed for complementary activities or promotional offers. When selected, a confirmation message appears explaining that:
- The product’s price is automatically set to £0.00.
- Pricing categories are fixed and cannot be modified.
- The cancellation penalty is set as cancellable by default.
  This ensures transparency and consistent handling of free experiences.

Images

Suppliers can upload one or more high-quality images representing the product. These images appear on the storefront or agent portal, helping to attract attention and improve engagement.

Actions and Contents Panel

On the right-hand side, suppliers can see a content summary (Supplier, Basic Information, Location, Price, Images) and use the Save button to finalise or update the product at any stage.

Product Navigator

The Product Navigator serves as the main control panel within the supplier interface, guiding users through all key sections involved in creating, configuring, and managing a product listing. It ensures that every element from product descriptions to pricing, commissions, and previews is clearly structured and easy to access.

The navigator is divided into four main sections: General, Availability & Pricing, Commission Rate, and Preview, each containing specific subpages designed for different stages of product setup and maintenance.

General

The General is the foundation of product setup. It includes all the essential pages required to define, structure, and enhance a product listing.

Product Details Page

The Product Details Page within the general section gives suppliers full control over their product once it has been created. While the creation form focuses on initial setup (supplier, name, description, location, price, and images), the Details Page introduces extended tools and post-creation management features. It’s where suppliers refine, activate, and maintain the accuracy of their listings throughout the product’s lifecycle.

1Product Links

A new addition not available during creation, the Links field allows suppliers to connect their product listing to an official website or social media page.
Example: https://supplier.com/product-page.
This feature helps direct partners and consumers to external reference material, supporting trust and transparency.

Advanced Image Controls

On the Details Page, suppliers gain more granular control over visuals:

Assign Primary and Secondary images for prioritised display.
Upload multiple supporting images to improve engagement.
Replace or remove visuals independently without altering product text or structure.
This ensures listings stay fresh and visually optimised.

Activation Settings

Once a product exists, suppliers can manage its live status through the Activations tab, which introduces two critical toggles:

Supplier Activation: Determines whether the product is live and visible for booking.
Attendance Monitoring: Enables real-time entry and exit tracking for experiences that require attendance validation.
These controls give suppliers the ability to finalise and launch products safely once all content is complete.

Internal Comments and Collaboration

The Comments tab provides a dedicated space for internal discussions and administrative notes.
Here, suppliers and partner admins can record updates, approvals, or feedback related to the product. This feature improves traceability and collaboration without external communication tools.

Product Content

The Content Page allows suppliers to add, edit, and organise key information that shapes how a product is described to consumers. Suppliers can switch between Simple and Advanced modes depending on how much control they need over the content.

Simple View

The Simple View presents a straightforward editing layout where predefined content fields are displayed on a single page.
Suppliers can quickly fill out or edit the following sections:

Inclusions – Lists everything included in the experience (e.g., guide, transport, entry tickets).
Exclusions – Lists what’s not covered (e.g., meals, hotel pick-up).
Meeting Point – Specifies where customers should gather for the activity.
Starting Point – Identifies where the activity begins or departs from.
Notes – Provides additional instructions or clarifications for consumers.
Safety Measures – Outlines health, safety, or accessibility precautions.

Advanced View

The Advanced View gives suppliers more granular control over content structure. Instead of filling out predefined fields, suppliers can create content dynamically through the Add Content modal.

When adding new content:

Type – Defines what kind of content is being added (e.g., inclusion, exclusion, note, safety measure).
Language – Specifies the language version for localisation.
Name – Internal label for easy identification.
Description – The body text describing that content block, using the rich text editor.

Taxonomy Page

The Taxonomy Page is where suppliers classify their products by linking them to relevant categories and attributes, helping consumers and partners easily discover and filter experiences across the platform.

Attributes

Attributes describe specific characteristics or features of a product, for instance:

Accessibility (e.g., Wheelchair Accessible, Public Transport Nearby)
Extras (e.g., Free Cancellation, Entrance Fees Included)
Experience Details (e.g., Private Tour, Small Group Activity)

By clicking “Add New”, suppliers can assign multiple attributes that apply to their product.

Product Meta Page

The Meta Page provides an overview of a product’s essential metadata system-level configuration values that define how the product behaves within the booking platform.

Purpose of the Meta Page

The Meta Page is primarily used by suppliers, admins, or integration teams to:

Review system-controlled data for a specific product.
Validate synchronisation between internal and external data sources.
Ensure operational parameters (like booking windows or durations) are set correctly.

It serves as a reference point for non-visual, rule-based product attributes that determine when and how a product can be booked.

Attachment Page

The Attachments Page allows suppliers to upload, manage, and organise supporting documents that complement a product’s listing.
Unlike images, which are added in the Details Page, attachments here serve as reference materials or supplementary files that partners or internal teams may require for verification, compliance, or additional context.

Availability & Pricing

This section governs all time-based and financial configurations when the product can be booked, at what capacity, and under what conditions.

Product Details

The Details Page within the Availability & Pricing section is where suppliers define a product’s core pricing logic, booking limits, and time-based configurations.

Price Configuration

The Price section determines whether a product is Paid or Free, and the amount and currency displayed to consumers.

Key Fields:

Price Type:
- Paid – The product has a defined price visible to consumers.
- Free – The product is offered at no cost, with its guide price automatically set to zero.
Guide Price:
The amount shown on product cards and listings (e.g., £40.00).
Currency:
Defines the currency in which the price is presented (e.g., GBP, EUR, USD).

Cut-Off Duration

The Cut-Off configuration specifies how far in advance a booking must be made before the product starts.
This prevents last-minute bookings that may be operationally challenging for suppliers to fulfil.

Example:
If the cutoff is set to 24 hours, customers cannot book the experience within one day of its scheduled start time.

Duration

The Duration section defines the overall length of the product or experience.
This helps users understand the time commitment required and allows the system to manage availability slots accurately.

Two fields are available:

Minimum Duration: The shortest time a product can last (e.g., 2 hours).
Maximum Duration: The longest allowable duration (e.g., 1 day).

This is especially useful for tours, rentals, or time-specific activities.

On Request

The On Request toggle determines whether bookings are automatically confirmed or require supplier approval before completion.

Options:

No: The booking is confirmed instantly upon purchase.
Yes: The booking enters an approval workflow, allowing suppliers to manually accept or reject each request before confirmation.

This feature is ideal for products with limited capacity or high demand, where availability may fluctuate.

Availabilities Page

The Availabilities Page under the Availability & Pricing section allows suppliers to define when, how often, and for how long a product can be booked.
This configuration is crucial for ensuring that booking schedules align with actual operational capacity, timing, and seasonal availability.

Availability Overview

The overview table displays all existing availability patterns for a product.
Each row summarises key data such as:

Availability Name – The label identifying a specific pattern (e.g., “Daily,” “Weekend Tour,” “Evening Session”).
Days – The days of the week the product is available (e.g., Monday to Friday or Every day).
Start Times – Scheduled start times for each session (e.g., 9:00 AM, 3:00 PM).
From / To Dates – Defines the active date range of the availability pattern.
Pricing Categories – Lists active pricing tiers (e.g., Adult, Child, Group).
Duration – Specifies how long the product lasts (e.g., 2 hours).
Capacity – Sets the maximum number of bookable participants per time slot.

2. Add Availability Pattern

Clicking “Add Availability” opens the configuration form where new patterns can be defined.

Key Fields:

Availability Name: A clear label to identify the schedule (e.g., “Morning Tour” or “Daily Pass”).
Duration: Defines how long each session lasts in days, hours, and minutes.
Capacity: The maximum number of customers that can book per slot.
Start Times: Allows adding one or multiple start times (e.g., 9:00 AM and 3:00 PM).
Pricing Categories: Associates existing price categories such as “Adult,” “Child,” “Family,” or “Group.”
Days: Specifies which days the product runs (e.g., Monday–Friday or Weekends only).
Date Range: Defines when this availability pattern becomes active, ideal for managing seasonal or limited-time experiences.

Associate Questions and Questions

The Associate Questions and Questions sections within the Product Navigator enable suppliers to manage and customise the information they collect from consumers during the booking process.

Question Types

These are the types of questions suppliers can configure within the platform.

The available question types are:

Accept: Used when a customer must give explicit consent or agreement, such as accepting terms and conditions.
Boolean: A simple Yes/No question, useful for eligibility or confirmation checks.
Date: Allows customers to enter or select a specific date, such as a date of birth or travel date.
Email Address: Restricts the input to valid email formats to ensure accurate communication details.
File: Enables customers to upload required documents, such as IDs, permits, or certificates.
Long Text: Provides a larger text box for detailed responses, such as dietary requirements or special requests.
Options: Allows suppliers to offer predefined selectable choices, suitable for multiple-choice or dropdown-style questions.
Phone Number: Ensures a correctly formatted phone number entry for reliable contact information.
Text: A short, single-line input field for brief answers like names, codes, or short notes

Associate Questions

The Associate Questions section allows suppliers to attach pre-existing booking questions created in the Booking Question domain. These questions are reusable across multiple products.

Product Questions

The Questions section is used to create product-specific booking questions that are available only for that product.

Suppliers can also mark questions as Required or Per Person, ensuring the appropriate data is collected in line with the product’s operational needs. Once created, these questions appear in the product’s booking flow and are only visible for that specific listing.

Cancellation Penalty

The Cancellation Penalty section allows suppliers to configure the refund and cancellation policy for each product, ensuring transparency for consumers and operational control for suppliers. It determines whether bookings can be cancelled or amended and under what conditions refunds may apply.

Simple View

In the Simple view, suppliers can quickly choose between two options:

Cannot Cancel: The product cannot be cancelled or amended. Once booked, the sale is final, and no refund is issued.
Can Cancel: The product can be cancelled or amended in accordance with the defined rules or penalty conditions.

If Cannot Cancel is selected, the system automatically displays a message confirming that no refund is possible if you cancel. This mode is ideal for suppliers who want a straightforward, no-flexibility policy setup.

Advanced View

Switching to the Advanced view enables suppliers to define more granular refund rules using Cancellation Penalties. Here, suppliers can add multiple cancellation rules to specify how refund percentages change depending on how close the cancellation occurs to the activity start time.

When adding a Cancellation Penalty, the supplier must define:

Refund Percentage (%): The portion of the booking price refunded if cancelled within a given time frame.
Period: The time window (in days, hours, or minutes) before or after the event that the rule applies to.
Period Relative To: Defines whether the time frame is measured from purchase or _fro_m the activity start time.

This flexibility allows for complex policies, such as offering full refunds when cancelled three days in advance, but partial refunds closer to the start date.

Pre-Arrival Instructions Email

The Pre-Arrival Instructions Email section allows suppliers to set up automated emails that are sent to consumers before the start of their booked activity. These emails help communicate important information, such as meeting points, preparation instructions, and required documents upon arrival, ensuring a smoother experience for both the customer and the supplier.

Suppliers can:

Activate or deactivate: the pre-arrival email feature using the toggle switch.
Compose and format: the email content directly within the text editor. This includes multilingual options, allowing suppliers to create localised content in all supported languages (EN, FR, ES, NL, IT, AR, DE, PT).
Define the email window: the number of hours before the activity start time when the email is automatically sent. If no value is set, the system defaults to 48 hours before the scheduled start time.

Sales Restrictions

The Sales Restrictions section provides visibility into any active restrictions that prevent a supplier’s product from being sold through the platform. These restrictions are typically applied when a product does not meet specific operational, commercial, or data requirements set by the system or administrators.

When a product has one or more restrictions applied, it will not be available for purchase until those issues are resolved. Suppliers can view all current restrictions associated with their product within this section to identify and address the underlying causes.

Commission Rate

The Commission Rate page allows suppliers to define product-specific commission structures.

Product Commission Rate

The Product Commission Rate section allows suppliers to define and manage commission percentages applied to individual products. This determines the share of each sale allocated to the agents when a booking is made.

Suppliers can configure:

Commission Rate (%): The percentage of the product price that will be retained as commission.
Effective From: The date when the commission rate becomes active.
Effective To: The date when the commission rate ends. If left blank, the rate remains active indefinitely.

This configuration enables suppliers to create flexible commission schedules, for example, applying temporary higher rates during promotions or seasonal campaigns.

Each product can have multiple commission rate entries, allowing different rates to apply at different times. The system will automatically recognise which rate is active based on the current date.

Suppliers can also edit or delete an existing commission rate at any time, ensuring that commission structures remain aligned with commercial agreements or marketplace requirements.

Preview

Product Preview

The Product Preview section provides suppliers with a complete view of how their product will appear to consumers on the Storefront. It consolidates all the information, descriptions, and media that the supplier has entered throughout the product setup process, allowing them to review the final presentation before it goes live.

Within this page, suppliers can:

View all published content, including the product title, description, images, inclusions, exclusions, location, and cancellation policy.
Preview the customer experience, ensuring that all information displays correctly and aligns with the supplier’s intended branding and messaging.
Check Availability by selecting the Check Availability button. Suppliers can view live availability and pricing information exactly as it would appear to consumers.

Booking Availability Domain

The Booking Availability Domain allows suppliers to manage all bookings linked to their products, including confirmed, open, and cancelled bookings in one centralised view. It provides clear visibility into booking statuses, customer details, and activity timelines, helping suppliers monitor and act on their reservations efficiently.

Key Features:

Booking List Page: Displays a list of all bookings, including booking code, product name, confirmation date, activity date, number of units booked, and total price. Each booking shows its current status (e.g., Confirmed, Open, or Cancelled).
Search & Filter Options: Suppliers can filter bookings using parameters such as:
- Product name or code.
- Booking state.
- Activity date.
- Created or updated date.

Booking Overview Page:
Shows the overall booking status (e.g., Confirmed, Open, or Cancelled), start time, and total price.
Booking Information:
Includes both system and customer references for clear tracking:
- Holibob Booking Reference – unique identifier for internal traceability.
- Your Reference – partner or supplier’s own booking reference if available.
- Lead Passenger Details – including name, email address, and phone number.
- Total Price – total cost of the booking, shown after any cancellations or adjustments.

Booking Questions Domain

The Booking Question Domain allows suppliers to create and manage reusable booking questions that can be applied to multiple products. These questions are designed to collect additional information from customers during the booking process and can later be linked to products through the Availability & Pricing section under Associate Questions in the Product Navigator.

Key Features:

Reusable Question Library: Questions created in this domain are stored centrally and can be reused across multiple products, ensuring consistency and saving suppliers time when setting up new experiences.
Flexible Question Types: Suppliers can choose from a wide range of question types depending on the data they need to collect:
- Accept: for collecting user consent or agreement.
- Boolean: simple yes/no answers.
- Date: capture specific dates (e.g., birth date or visit date).
- Email Address: Request customer email.
- File: allow customers to upload documents (e.g., ID verification).
- Long Text: for open-ended responses.
- Options: predefined selectable options (e.g., “Are you over 18?”).
- Phone Number: Request the customer’s contact number.
- Text: short free-text responses.
Label and Helper Fields: Each question includes a Label (the main question visible to customers) and an optional Helper Text (to provide extra context or instructions). Both fields support multiple languages for international customers.
Product Association: Once created, these questions can be linked to specific products through the Associate Questions section in the Product Navigator. This ensures each product collects the relevant information needed for its operation.