Integrate Checkfront with Viator
Checkfront’s Viator integration enables you to connect your Checkfront inventory to Viator. Once configured, Viator can query item availability in Checkfront on behalf of customers who are looking to book through the Viator system. Once an item is booked through Viator, the inventory in Checkfront will be updated and a booking will be created there also.
To activate the add-on in Checkfront, navigate to Manage > Add-ons in your main Checkfront menu and click on the SETUP link in the Viator tile.
This will open a pop-up window, enabling you to enter all the information required to activate the Viator add-on in Checkfront.
Viator Setup FieldsBack to top
So, let’s have a look at the various fields and the information you will need to enter.
The information fields are broken up into two sections. The first section gathers details on your business, plus some of the basic settings for Viator.
This is the name of your business as entered in your Viator account. Viator will use this name to match the Checkfront integration with your Viator account. Make sure that whatever you enter here, matches your supplier name at Viator.
Supplier Contact Name:
The person at your business who Viator should contact after, or during the configuration process, should they have any questions.
The name of the city in which your tours are operating. You may enter only one city per integration.
This is the UN/LOCODE for the city. You can search for the code at the following website: http://www.unece.org/cefact/locode/service/location.html. Search by country and locate the suffix code for the city.
For example, Canada > Vancouver > VAN
Max Hold Time:
This is the length of time for which Viator will set aside inventory for booking. If a customer is in the process of booking an item in Viator, the system will hold the inventory aside. If the customer commits to the booking within this hold time, the inventory will be updated to reflect the fact that the item is no longer available. If the maximum hold time is reached, however, before a booking is completed, the system will release the hold and that item will be available for booking by somebody else. This is a mechanism to prevent double bookings.
Status for New Bookings:
This is the status that will be assigned to new bookings in Checkfront that were created at Viator. You can opt for the same status you use with your regular Checkfront bookings, or, you could create a custom status so that you can quickly tell (in the Checkfront interface) which bookings have come in from Viator. For example, you can perform a search for all bookings with the status Viator.
Viator Merchant Details:
When a booking is made through Viator, a reservation is also made in Checkfront and the invoice generated will contain various information brought in from Viator.
You are able to select the field from your booking form which will include this booking information brought in from Viator.
If you wish, you can simply choose to append the information to the note field in Checkfront. However, we recommend you create a new field, specifically for Viator. Here’s why…
If you have chosen to display booking notes from Checkfront on your customer invoices, then the details that come in from Viator will also be shown. Generally, you will probably not want your customers to see this information. Therefore, a Viator specific field is recommended.
You can create a new Checkfront booking form field at Manage > Layout > Booking Form
In the example below, we have created a simple text field labelled Viator and selected it to display the merchant details.
We recommend using the following settings when creating the Viator-specific booking form field:
By using these settings, you are hiding the Viator details from your customers, but showing them on the company-side invoice views. It is necessary to select Show on form for the staff, otherwise the details will not be included.
Please note that the details you see on the Checkfront invoice, namely the amount charged, may differ from what you see in Viator. As you can see in the example below, the amount paid by the customer through Viator is different to the amount sent over to Checkfront.
This is due to fees which have been charged by Viator for using their service. Due to API restrictions, Checkfront does not have access to a breakdown of those fees and cannot display them anywhere in your Checkfront account. Viator only provides the booking net amount that is the total amount payable to the supplier for one booking.
Following on from this, you will notice that invoices in Checkfront for bookings created in Viator will have a zeroed out balance and item cost. This is to avoid any confusion between the amounts paid in Viator and the amounts posted in Checkfront. As a result, you should use Viator for your reporting purposes when it comes to those bookings.
Viator Customer Details:
This booking form field will hold customer information sent over with your Viator booking.
Again, we recommend creating a specific field to display this information.
The second section enables you to select various options related to item parameters and groups.
Item ParametersBack to top
The options you select here define how your Checkfront item parameters map to your Viator age bands.
Checkfront allows you to create as many parameters as you need and these can be customised in whichever way you need. Viator, on the other hand, only offers a very specific set of parameters for use with their system. This could make it a little bit tricky when it comes to mapping your parameters between the two systems, depending on how complicated your Checkfront setup is.
The parameters available to you in Viator are Adult, Youth, Child, Infant, Senior.
As such, you must best match your parameters in Checkfront to accommodate this.
Let’s look at a simple configuration in Checkfront with parameters you may well have used in your own setup.
First of all, parameter mapping is achieved by clicking on the drop-down menu for each of your Checkfront parameters, as shown below:
The parameters in the drop-down menu are the Viator ones. Check off each one you wish to map to the corresponding Checkfront parameter. In some cases, you may need to map more than one Viator parameter to each Checkfront parameter.
Following, we will look at some usage examples based on the simple Checkfront parameters Qty, Adult, Child.
In this example, the Checkfront parameter Qty (quantity) is not based on any one single group of people, such as adults or children. Therefore, we must map all Viator parameters to this one.
Viator also has an Adult parameter, so this is a simple map, like-for-like.
Looking at the Viator parameters, you will see there are three which could be mapped as a child to Checkfront – Youth, Child & Infant.
So, in this case, we will select the three “child” parameters in Viator and map them to the Child parameter in Checkfront. Make sense?
Hints & Tips:
• If you cancel a booking in Checkfront, it will not be automatically canceled in Viator. You will need to contact them directly to inform them of the change.
• Checkfront is unable to collect reports on commissions or guests booked through the channel. You will need to rely on Viator for this information.
• We cannot map custom guest fields with the remarks from Viator. Due to the way in which Viator sends booking details, we are unable to sync these with individual booking form fields.
• Viator provides you with the mobile phone number of the guest, but not an email address.
• If you change a schedule or timeslot of an item, Viator will need to map this manually on their side. As a result, changes in your schedule will take a while to reflect on Viator. You must contact Viator directly and inform them of the change(s). In the meantime, you can “close” existing trips by blocking them or setting the capacity to 0.