Not sure what a specific word means? This glossary defines FareHarbor-specific terms that you might encounter while using our product, or in our help documentation.
Activity: Activity or Recent Activity is a list of changes made in the Dashboard, including a timestamp and the name of the user who made the change. You can view activity for your entire Dashboard by navigating to Settings > Recent Activity. Activity is tracked for most parts of your Dashboard, such as items, bookings, and price sheets. To search for an activity based on users or dates, use the Filter Activity setting located within Settings > Recent Activity.
Affiliate: Any company or individual that sells or refers people to your business. Affiliates can be set up to book through your FareHarbor Dashboard, and given specific permissions based on what you want them to access.
- Example: Watersports ABC includes Jet Ski Rentals’ items on their website. Watersports ABC is an affiliate to Jet Ski Rentals. Another example of an affiliate is Viator, which sells other companies’ activities on its site.
Agent: An employee of an affiliate company, usually the one who entered or informed you about a new booking.
ASN: An Affiliate Shortname, or ASN, is a tag used to track FareHarbor links or book buttons with an affiliate (like a blog or hotel “Other Activities” page) so the affiliate can resell the charter’s activities online to their own customers.
Availability: A particular date and time that an item can be booked. In the Dashboard, availability also describes the individual block on the calendar that can accept bookings.
Availability overview: The availability overview is accessed by opening a specific availability in the Dashboard. This is where you can manage the details of the availability, including bookings, crew, online booking status, and other settings.
Availability updater: A tool used to update settings (such as time, crew, online booking status, etc.) for multiple availabilities at once. Using the Availability updater, you can change availabilities for one specific item, or perform changes to multiple availabilities across multiple items from within the Bookings calendar.
Bank debit: [US banks only] Money taken out of your bank account for invoices, refunds, or disputes. You can track your bank debits in Reports > Payouts & Refunds > Refunds & Bank Debits.
Block: A specified number of seats reserved on a given availability to be booked by an affiliate.
Book form: The form used to collect customer information and create a booking. Book forms can be used by both online users and logged-in Dashboard users.
Bookability: The method that can be used for booking an availability. They are:
- Unlisted: This is a useful way to reserve a tour or activity for a private group. Unlisted availabilities are hidden from your online booking calendars, and are only visible to people who have the direct link to the availability.
- Archive: If an item is no longer in use, you can hide it on your Dashboard by archiving it. Archiving items makes it easier to manage your day-to-day tasks while ensuring that no previous booking information is lost.
- Private: Item can be booked by client but customer will be unable to see the listing on your website.
- Online: Item appears in the booking flow for customers to book on the website. Online items are also referred to as Live or Listed.
Booking: A completed reservation made for a specific date, time, and activity. Bookings can be made online (when a customer books from a website) or directly into the FareHarbor Dashboard (when a reservationist or affiliate creates a booking on behalf of a customer). All completed bookings will appear in the Bookings section of the Dashboard. See also: Booking overview
Booking actions: Booking actions are located in the booking overview and allow a Dashboard user to perform various actions on a booking, such as rebooking, refunding, or sending an email.
Booking comments: Comments are located in the activity log at the bottom of the booking overview. If you don’t necessarily need your note to be visible at the top of a booking or in your manifest, you can add it as a comment instead. This is also a good place to track external activities related to the booking, such as “Called customer to confirm party size.” The date and time of your comment will automatically be recorded.
Booking flows: Organize items into categories or groups to help customers navigate through the online booking process. Booking flows can be embedded on websites as links, calendars, or buttons.
Booking ID: The ID number assigned to a booking when it’s created, such as #40360060. This can help to identify a specific booking when looking at a report or a direct search for a particular customer booking, and especially helpful when helping our clients when a booking issue arises.
Booking notes: Booking notes are located on the booking overview, right below the payment summary, and are a good place to make note of important information or reminders. These notes are not sent to or viewable by customers.
Booking overview: The booking overview is accessed by opening a specific booking in the Dashboard. It contains a summary of the entire booking, including customer contact information, payment details, and any additional information from the book form, as well as booking actions.
Bookings section: The section of your Dashboard used to make direct bookings. From here, you can also view your availabilities and find existing bookings. To access, navigate to Bookings on your Dashboard.
Booking restrictions: Booking restrictions determine when and how customers can book your items online. They are available in the main Dashboard settings, on the individual item settings and on the availability settings.
Campaign: Campaigns allow you to offer discounts to your customers, such as a seasonal coupon code or a Groupon deal. Campaigns are created with a set of promotional codes and added to a custom field, which is then priced and assigned to an item.
Cancellation notes: A written summary of your cancellation policy, included during booking and in all emails sent to your customers (except for follow-up emails). Customized cancellation notes can also be written for individual items.
Cancellation policy: A set of rules that allow you to control how bookings can be cancelled and refunded by certain users. In addition to a default cancellation policy, you can also create separate policies for different items or affiliates.
Canned message: A canned message is a generic message that can be saved in your Dashboard’s settings and used later when emailing or texting customers. Canned messages are also used to set the text included in some automatic email and text notifications.
- Example: A “prepare for weather” message that you can choose to send to customers on a hot day, reminding them to dress appropriately and bring water.
Capacity: The maximum number of people or booking options that can be booked on one availability. Capacity can additionally be set for specific customer types if needed.
Check-in options: These options can be used to document and/or verify if people arrive for the tour/activity. The standard FareHarbor options are Checked-in (when the customer has shown up for the activity) or No-show (when the customer has not attended), but can be customized according to your needs.
Code generator: A custom field that generates unique code(s) for future redemption on a booking. Most commonly used for gift certificates, memberships and passes.
Commission: A commission is the financial incentive that a charter company offers to an affiliate for any bookings they make for them.
Company card: A credit card added to your Dashboard to manage affiliate and partner payments. You may also see this referred to as “card on file”.
Confirmation Email: An email sent to a customer after a booking has been created for them. The confirmation email will always include certain information such as the date and time of the availability. You can also include additional information by updating the confirmation notes at the bottom of the confirmation email.
Confirmation Notes: Customizable text included in all confirmation emails, reminder messages and rebooked emails sent to your customers. Confirmation notes can also be created for individual items.
Crew: A crew member is a Dashboard user assigned to one or more availabilities with an optional role, such as tour guide or boat captain. Assigning crew to availabilities allows you to keep track of schedules and send crew reminder notifications.
Custom calendar: A customized view of your Bookings section (using specific display options and filters) that can be saved for easy access later.
Custom field: Customized questions or text fields that can added to your book form. Custom fields can be made private if needed, meaning only logged-in Dashboard users can see them.
- Example of a public custom field: A “promo code” field that asks customers if they have a promo code to enter.
- Example of a private custom field: A “comp this booking?” checkbox that gives Dashboard users the option to comp an entire booking, making it cost $0.
Custom field group: A specific set of custom fields that is first created in an item’s settings, then added to an availability as a group.
- Examples: A “default” custom field group consisting of general questions, or a “weekend” custom field group consisting of fields used specifically for weekend availabilities.
Custom manifest: A customized view of your manifest (using specific display options and filters) that can be saved for easy access later. Custom manifests can be assigned to users as their default manifest which will then be displayed when they login.
- Example: The custom manifest for the transportation crew is different than the one reservationists need to see, so each user has a different custom manifest saved as their default option.
Customer types: Customer types define the types of people or options that can be booked for your activities, and determine pricing and capacity when selected during the booking process. They can be customized to fit your specific activities and preferences.
- Examples: Common customer types include Adults, Children, Seniors, and Students. Customer types can also refer to types of tours (such as Scuba Diving or Snorkeling tours), rental options (Half Day Rentals or Whole Day Rentals), or a variety of other options depending on your setup.
Dashboard: The “backend” of FareHarbor, which requires a FareHarbor account and login to access. The Dashboard is an all-in-one system for your company to manage bookings, calendars, customer communication, and more.
Date range type: The date range type lets filter your report results by date, and is accessed via the calendar icon next to the date range fields in a report. Options will vary based on type of advanced report. More information can also be found here.
Desks: Locations that activity companies can tag when they are entering your bookings into FareHarbor.
Direct booking: Bookings made through your Dashboard by logged-in users with a FareHarbor account, for example when a customer calls your office to make a reservation for an activity.
Embed generator: A tool within the Dashboard that lets you choose FareHarbor embeds to add to your website (calendars, items, and buttons) and automatically generates code that can be copied and pasted into your site. Accessed via: Settings > Book Buttons & Embeds, inside of booking flows at Settings > Booking Flows > Edit > Book Button & Embed, or from the availability overlay at Advanced > Book Button.
EMV chip card reader:
Europay, MasterCard, and Visa (or EMV), is a type of technology used for credit and debit card payments. Unlike traditional cards that are “swiped”, EMV cards (also known as chip cards) are inserted into a reader during a transaction, allowing data to be securely transferred using the small computer chip on the card. Because they are much more secure and more difficult to counterfeit, chip cards help reduce credit card fraud for both you and your customers.
External Integration API: FareHarbor’s External API can be used by tour and activity resellers to access FareHarbor live availability and create bookings for their partners in real-time.
FareHarbor profile: A profile created for your company within fareharbor.com, which includes custom images, activity descriptions, social media links, and a full booking process for all of your items. A FareHarbor profile is by default created for every company, so even if you primarily use your own website for online bookings, your FareHarbor profile will operate as a “backup” location where customers can book your activities.
Headline: A note displayed next to the name of your item on your calendar. A headline can be public, which is visible to anyone viewing your availability calendar (including online customers), or private, which is only visible to logged-in users on your Dashboard.
- Example of a public headline: A “Special weekend rate!” headline on your weekend availabilities, to encourage customers to book online.
- Example of a private headline: A “Bad weather expected” headline, to remind your staff to prepare accordingly on a specific day.
iDEAL: iDEAL is an e-commerce payment system available for companies whose Dashboard processor country is the Netherlands and processing currency is the Euro. iDEAL allows customers to buy on the internet using direct online transfers from their bank account.
Invoice: An itemized bill for goods sold or services provided paid between you and an affiliate. When invoices are receivable, you are the “Remit To” company and are owed money. When invoices are payable, you are the “Billed To” company and owe money. You can generate and view your invoices by navigating to Reports > Invoices.
Item: Items refer to the bookable tours or activities that your company offers. These are the activities displayed on your FareHarbor profile or website. Within each item, there are then individual availabilities (or time slots) that your customers can book.
Item Number: A unique numeric identifier for an item. This number appears in the list of items (in Grid mode) for your company, and can be used as an easy way to distinguish between items with similar names.
Lightframe: The Lightframe is an intuitive and secure way for online customers to complete your entire booking process. When a specific button, item, or calendar is clicked, the Lightframe appears as an overlay on your website, meaning that customers can browse and complete their reservation without leaving your site.
Line item: A separate expense or discount added to a completed booking to adjust the booking total. Line items can be used to apply tips, discounts, and retail purchases, and can also be used to balance a booking (marking it “Paid in Full”).
Locations: Customizable meeting details that provide helpful information during the booking process and in customer emails. Location information can include driving directions, map links, parking details, and exact meeting coordinates, and can be used before the activity starts, at the start or end as well as the main location. You configure locations at Settings > Locations and add them to items by navigating to Info & Policies.
Lodging: If you have transportation enabled, lodging refers to the hotel or other accommodation option where a customer will be staying prior to attending your activity. Customers are asked to choose their lodging when booking, which is then used to determine their pickup location and time.
Manifest: A detailed list of your items, availabilities, and bookings for a specific day. You customize the information shown in a Manifest based on a number of filters, such as check-in status, the number of customers, etc.
Markdown: A simple way to add text formatting, images or file attachments to messages and headlines.
Online booking status: An option that controls how an availability can be viewed and booked by online customers. In most cases, the status will be set to Auto close, which prevents online customers from booking after a certain time cutoff, based on your item’s settings.
Online user/online customer: A user who books a tour or activity through your website or FareHarbor profile.
Order: Multiple bookings purchased at the same time by the one person.
Outside user: An outside user is a user on another FareHarbor Dashboard who you’ve approved to have access to your own Dashboard.
Partner: Partners are companies that have added you as an affiliate, enabling you to make bookings for them.
- Example: Watersports ABC includes Jet Ski Rentals’ items on their website. Jet Ski Rentals is a partner of Watersports ABC.
Payment Setup Checklist: A list of steps that must be taken in order for payouts to be sent to your bank account. Locate the checklist at Settings > Bank & Payments.
Payment type: A method of payment that you can define in your Dashboard, such as cash or check. Once set up, your payment types will appear as payment options for logged-in users who are creating bookings.
Payout: A daily deposit from FareHarbor to your bank account, consisting of the money you’ve made from charging credit cards. You can view your payouts by navigating to Reports > Payouts & Refunds.
Per-booking minimum/maximum: The minimum and maximum number of a specific customer type that can be included on an individual booking. This setting can be adjusted at both the item and availability level.
Permission group: Permission groups define what FareHarbor users can see and do in the Dashboard. By default, anyone assigned as an Owner, Admin, or Director in FareHarbor can assign or change a user’s permission group.
Pickup location: If you have transportation enabled, a pickup location is a specific place (usually associated with a particular hotel or lodging) where your customers can be picked up a certain amount of time before their activity starts. See also: Route.
Price schedule: A collection of price sheets that support seasonal changes based on booking and availability date. Located under Settings > Price Sheets > Price Schedules.
Price sheet: A collection of prices, visibility, and required information settings that can be applied to your book form. You can create as many price sheets as you want, and specify which set of options to use in different scenarios, such as when you are entering a direct booking or when a customer is booking online. Price sheets can be used to create price schedules that support seasonal price changes.
Promo code: A code or set of codes that are added to a campaign in order to offer customers a discount. Promo codes can be defined by you or automatically generated for you by FareHarbor.
Recent bookings: Accessed via the clock icon on the top right of the Bookings section, this displays a list of all your recent bookings. You can then click into a booking to view its booking overview.
Refund reserve: Money held to be used for refunds. Transfers to the refund reserve can be completed by initiating one-time or recurring transfers.
Reports: Create fully customizable reports using data from your Dashboard, including Sales, Bookings, Customers, Custom Field Answers, and Expenses and Discounts data.
Resources: A resource is anything (a guide, surfboard, kayak, etc.) that can be used by a particular activity. See also: Shared Resources
Route: A route refers to the list of pickup times and locations for a specific availability. You can create as many different routes as needed. Note that you must have Transportation enabled in order to use the route option.
Shared Resources: A feature that allows you to manage resources that are used for multiple activities.
- Example: You have 1 boat which can run one of two tours. Shared resources allow you to have both tours available for booking online until one tour is booked. At that point, the second tour will no longer be available. This prevents the resource from getting double-booked.
Shortname: A shortened version of your company’s name that is used as a unique identifier in FareHarbor. The shortname usually comes from your company’s web address.
- Example: If your company’s name is Hawaii Island Sailing and your URL is islandsailing.com, your company’s shortname will be islandsailing.
SKU: An abbreviated internal way of referring to items, custom fields, payment types, and other parts of your Dashboard. This comes in especially handy when viewing reports that have many columns.
Sofort: A secure e-commerce payment system available for customers in Belgium, Germany, Italy, the Netherlands and Spain, that allows them to make online purchases without exposing their personal banking information to the seller. Note that in your company’s Advanced Settings, the processing country must be one of the above countries and the processing currency must be the Euro.
Sonar: A feature that allows logged-in users to see real-time updates in the Dashboard, without requiring a browser refresh or reload.
Source: Bookings can have one of three sources: Online, Affiliates or Direct (made by a reservationist). You can view reports by booking source in order to see from where your bookings are originating.
Suggested items: Items organized in booking flows that are presented to the customer during checkout or in confirmation emails, based on their current purchase. The booking flows shown during checkout and those shown in the confirmation email can both be set at the dashboard level in Settings > Suggested items, or both be customized per item through Item > Suggested Items.
Tax Type: A tax rate that is labeled and given an individual name. Multiple tax types can be used to support different rates and categories, such as an alcohol tax of 7% and retail tax of 4%.
Texting: You can automatically send reminder text messages to your customers, send them individual text messages about their booking, or send a message to all customers directly from an availability. You can also send a canned message in the content of the message.
Every text message sent through FareHarbor ends with a short link to the customer’s confirmation page, so they can easily see the details of their reservation.
Transportation: An optional feature that allows you to set up detailed pickup locations and routes for customers based on where they’re staying. If using this feature, your book form will be set up to include specific questions related to lodging and transportation.
User: An individual with a FareHarbor account who has access to view and use a company’s Dashboard. A user’s permissions will vary depending on their permission group (reservationist, manager, guide, etc.).
Voucher: Affiliates can generate their own voucher to give to customers when reselling an activity, which customers can then exchange at the time of the activity.
Waiver: A liability release form completed by customers that is added to their booking. Smartwaiver and Wherewolf are FareHarbor’s waiver partners.
Whole-booking fields: As opposed to fields that are required for each individual on a booking (such as “Height”), whole-booking fields apply to the entire booking. When multiple whole-booking fields are grouped together, it is called a custom field group.
- Example of a public whole-booking field: A “How did you hear about us?” field or a generic comments box.
- Example of a private whole-booking field: A set of discount options that logged-in users can apply to an entire booking.