Not sure what a specific word means? This glossary defines FareHarbor-specific terms that you might see around the Dashboard 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, like items, bookings, and price sheets.
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.
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 be booked into.
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, across different items.
Bank debit: 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.
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 ID: The ID number assigned to a booking when it’s created, such as #4036006. This can help to identify a specific booking when looking at a report or using search.
Booking notes: A customizable message that is included in the confirmation email sent to your customers. Booking notes can be updated at the company level (for all items), as well as for individual items.
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.
Campaign: Campaigns allow you to offer discounts to your customers, such as a seasonal coupon code or a LivingSocial 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 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 customers. Canned messages are also used to set the text included in some automatic emails.
- 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 is required when creating an availability, and can further be set for specific customer types if needed.
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 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 be created and 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.
Customer type: 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: Accessed via the clock icon next to the date range fields in a report. The date range type lets you change how your report is filtered by date.
- The availability date generates report results based on when an availability occurred
- The booking creation date generates report results based on when a booking was created
Direct booking: Bookings made through your Dashboard by logged-in users with a FareHarbor account.
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.
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 created for every company by default, so even if you primarily use your own website for online bookings, your FareHarbor profile will operate as a “backup” location for customers to book online.
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.
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 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.
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”).
Lodging: If you have transportation enabled, lodging refers to the hotel or other accommodation option that a customer will be staying at 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.
Logged-in user: A user with a FareHarbor account who has access to the Dashboard. This can be a company owner, reservationist, guide, or in some cases even a user of an affiliate company.
Manifest: A detailed list of your items, availabilities, and bookings for a specific day. The manifest’s display and filters can be personalized using custom manifests.
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 automatically prevents online customers from booking after a certain time cutoff, based on your item’s settings.
Online user: A user who books a tour or activity through your website or FareHarbor profile.
Partner: As an affiliate, a partner is a company whose items you can resell through your website and book in the Dashboard.
- 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 sheet: A collection of prices, visibility, and requiredness 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 booking directly or when a customer is booking online.
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.
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.
Resources: In broad terms, a resource is anything (a guide, surfboard, kayak, etc.) that can be “used” by a particular activity. See also: shared resources
Route: If you have transportation enabled, a route refers to the list of pickup times and locations for a specific availability. You can create as many different routes as needed.
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 shortname will be islandsailing.
SKU: An abbreviated way of referring to custom fields, payment types, and other parts of your Dashboard. This comes in especially handy when viewing reports that have many columns.
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.).
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