Last updated: January 6, 2023
Not sure what a specific word means? This glossary provides definitions of terms that you might encounter while using the FareHarbor product, or in our help documentation.
Activity: An activity is a record of a change made in the Dashboard, including a timestamp and the name of the user who made the change.
Activity Log: The Activity log acts as an audit trail that captures actions performed in your Dashboard, and includes the name, date, time, and specifics of each change. Some examples of activity log entries include when a bank account was added, the text of a canned message was changed, a new location was added, and more.
Adyen: Adyen is a payment processor supported by FareHarbor that helps businesses accept e-commerce, mobile, and point-of-sale payments in certain European countries.
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: Waterparks ABC includes Jet Ski Rentals’ items on their website. Waterparks 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.
API: An API, or Application Programming Interface, is the method that will allow real-time bookings made by third parties to be updated into your FareHarbor Dashboard.
ASN: An Affiliate Shortname, or ASN, is a tag used to track FareHarbor links or book buttons (such as a blog or hotel “Other Activities” page) so the affiliate can resell your activities online to their own customers.
Availability: A particular date and time that an item can be booked.
Availability overview: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 availabilities at the same time. The availability updater allows you to update one specific item, or perform changes to multiple availabilities across multiple items from within the Bookings calendar.
Bancontact: Bancontact is the most popular online payment method in Belgium. Customers use a Bancontact card or mobile app linked to a Belgian bank account to make online payments that are secure, guaranteed, and confirmed immediately.
Bank debit: [US banks only] Money taken out of your bank account for invoices, refunds, or disputes.
Block: A specified number of seats reserved on a given availability to be booked by an affiliate. Note that if you use seating assignment, this term can also be used in reference to blocking seats on a seat map. When a seat is blocked, it cannot be booked.
Boca tickets: Boca tickets are theater-style tickets that customers can use for admittance to your events. They can be customized to use a QR code for scanning. Note that a Boca printer is required in order to be able to print these tickets.
Book form: The customizable interface used to collect customer information and create a booking. Book forms can be used by both online customers and logged-in Dashboard users.
Bookability: Bookability settings determine the visibility and which method can be used for booking availabilities on a particular item. Item bookability options:
- 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: Used when an item can be booked by a Dashboard user, 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 or text message.
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 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. This can help to identify a specific booking hen looking at a report, or during a direct search for a particular customer booking.
Booking notes: Booking notes are located on the booking overview, directly under 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 complete summary of the entire booking, including customer contact information, payment details, check-in status, and any additional information from the book form, as well as booking actions.
Booking restrictions: Booking restrictions determine when and how customers can book your items online, and can be managed at the item or availability level.
Bookings section: The section of your Dashboard used to make direct bookings. From here, you can also view your availabilities and find existing bookings.
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 by and refunded to certain customers. 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.
Cart: See Online cart.
Check-in options: These options can be used to document and/or verify if your customers arrive for the tour or 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) to be redeemed for a future booking. Codes are most commonly used for gift certificates, memberships, and passes.
Commission: A commission is the financial incentive that your company offers to an affiliate for bookings they make on your company’s behalf.
Company card: A credit card added to your Dashboard to manage affiliate and partner payments.
Confirmation email: An email sent to a customer after a booking has been created for them. The confirmation email will always include important booking information, such as the date and time of the availability, the price of the tickets, and more. You can also choose to 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.
Credit card authorization holds: A credit card authorization hold is the temporary blocking of funds on a customer’s credit card before a payment is processed. This ensures that the customer has the necessary funds to complete a purchase before actually settling the payment, and they are a safety net for you to help prevent fraud, chargebacks and unnecessary refunds. They can also be used as extra security in case the customer damages your property during the activity.
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 private if needed, thereby only viewable by logged-in Dashboard users.
- 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 most often created in an item’s settings, then applied to an entire availability.
- Example: 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 view the manifest.
- 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, settings, reports, permissions, and more.
Date range type: The date range type lets filter your report results by date. Options will vary based on type of advanced report. More information can also be found here.
Desks: Locations of an affiliate’s business that can be tagged to a booking in FareHarbor to specify where that booking was made, if that affiliate operates in multiple locations.
Deposits: Deposits are a payment method that customers can use to pay a specific portion of their total booking cost during checkout, and pay the remaining balance at a later date.
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 generates a code that can be copied and pasted into your website, enabling you to embed FareHarbor calendars, items, and buttons on your website.
EMV chip card reader: Hardware devices that allow you to process credit and debit card payments using 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 select tour and activity resellers to integrate your live availability on their websites and create bookings in real-time.
FareHarbor profile: A profile created for your company on fareharbor.com, which includes custom images, activity descriptions, social media links, and a full booking process for all of your items.
FareHarbor Connect: FareHarbor Connect allows you to instantly connect with local and industry-leading OTAs through a single contract. FHC partners are given access through the FareHarbor API to distribute your tours and activities via their platform.
FareHarbor Distribution Network (FHDN): The FareHarbor Distribution Network, or FHDN is where you can partner with other FareHarbor businesses to resell each other’s tours and activities.
Headline: A note displayed next to the name of an availability 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.
Health & Safety Policies: Your Health & Safety Policy serves as an assurance to your customers that you’re taking careful measures to keep them safe, particularly during times when there are risks to the health of the general worldwide population. The policies you set in your Dashboard will be shown to customers throughout the booking process.
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.
Item: Items are the bookable tours, activities, or experiences that your company offers.
Item Number: A unique numeric identifier for an item. This number appears in the list of items (in Grid mode).
Ledgers: A ledger is an association between an item or availability and a specific bank account. Ledgers can make reporting, bookkeeping, and year-end taxes preparation both easier and quicker.
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, so 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. Common uses for line items for applying tips, discounts, and retail purchases. Line items can also be used to balance a booking (for example, marking it as “Paid in Full”).
Locations: Location information can include driving directions, map links, parking details, and exact meeting coordinates, as well as your company address.
Lodging: lodging refers to the hotel or other accommodation where a customer will be staying prior to attending your activity, allowing you to schedule a pick-up or have local contact information in order to notify the customer of a last-minute change.
Manifest: A detailed list of your items, availabilities, and bookings for a specific day. You customize the information shown in a Manifest using 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: The setting that determines whether an end customer can book an availability online.
Online cart: Online cart is a shopping cart-type feature which allows customers to add multiple items and activities or tours to their order, and then checkout in a single transaction. See also Order.
Online user/online customer: A customer who books a tour, activity, or experience through your website.
Order: A group of bookings purchased at the same time by 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. See also FareHarbor Distribution Network (FHDN).
- Example: Waterparks ABC includes Jet Ski Rentals’ items on their website. Jet Ski Rentals is a partner of Waterparks ABC.
Payment links: Payment links allow you to send a link to your customers to make payments for underpaid bookings. Payment links can be included in emails or booking confirmation page. Sending a payment link is also a good way of requesting payment from customers who have paid a deposit on their booking.
Payment Setup Checklist: The step-by-step process for setting up your bank account(s) that will enable you to receive payouts.
Payment type: A method of payment that you can define in your Dashboard, such as cash, credit or debit card, 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.
PayPal: PayPal is a worldwide online payments system that supports online money transfers, and serves as an electronic alternative to traditional paper methods like checks and money orders. You can link your PayPal account to your FareHarbor Dashboard, giving your customers the ability pay for their online bookings using PayPal.
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 previews: Price previews give your customers an easy way to see price ranges for the items they might be booking online without having to search in the item description or checkout page. If you have price previews enabled, they can be seen in item grid views, item description pages, and in the search by date view.
Price schedule: A price schedule is a set of price sheets and the rules that determine when they become effective.
Price sheet: A price sheet is a collection of prices, visibility, and 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.
Promo code: A code or set of codes that are added to a campaign in order to offer discounts to your customers. You can set up promo codes or have them automatically generated for you by FareHarbor.
Push notifications: A push notification is a message sent to a user’s mobile device from the FareHarbor app notifying them of activity in their FareHarbor Dashboard, such as when a new booking is made, or when crew members are added or removed from an availability, changes are made to a bank account, and more.
Queuing: Queuing is a method by which online customers are placed in a virtual line (a queue). When you expect a high demand for an event or activity, FareHarbor helps ensure that your customers will have the best possible experience during the booking process by setting a maximum number of customers who can book the same item at the same time (a ‘threshold’).
Receipts: A receipt is a printable record of the customer’s transaction. It can be customized to include booking details and other customer information, along with the payment summary.
Recent bookings: A quick way of seeing bookings made recently, it is accessed via the clock icon in the top-right corner of the Bookings section. This is a useful feature when you need to quickly access a specific booking, but do not have the booking number readily available.
Refund reserve: Money held in a bank account to be used for refunds. Transfers to the refund reserve can be made on a one-time or recurring basis.
Reports: Create fully customizable reports on your activities and bookings 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 (and reused) 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.
Search by date: The search by date view for online bookings lets your customers choose a date from the calendar and see a preview of all activities offered that day, rather than looking for the dates of an activity’s availabilities.
Shared Resources: A feature that allows you to manage resources that are used for multiple activities, and keep track of them in order to avoid overbooking.
- 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. The shortname is also used during login and in the FareHarbor Dashboard URL.
- 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.
Smartwaiver: Smartwaiver is a digital waiver solution that can be integrated into your FareHarbor Dashboard, enabling your customers to fill out a waiver or release form online, which will then be automatically added to their booking.
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 Dashboard settings, the processing country must be one of the above countries and the processing currency must be the Euro.
Sonar: Sonar 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 (usually booked by a customer), Affiliates or Direct (made by a reservationist). You can view reports by booking source in order to see where your bookings are originating from.
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.
Tax Type: A tax rate is labeled and given an individual name for easy identification when creating bookings. 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: Text messages (referred to as “SMS” in certain geographic areas) are a method of communicating with your customers. You can send reminder text messages, send them information about their booking, or send a message to all customers directly from an availability. You can also send a canned message text message in order to alert all booked customers regarding the activity or booking.
Every text message sent through FareHarbor includes a 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. The types of information a user can see or modify depends on their permissions, which are determined by their permission group (reservationist, manager, guide, director, etc.).
Vipps: A payment method used by customers in Norway that is connected to their bank account, credit or debit card.
Voucher: Affiliates can generate their own voucher to give to customers when reselling an activity, which can then be exchanged by the customer at the time of the activity. In an affiliate booking, the voucher number field will typically reflect the confirmation or reference number that the affiliate business produces for that customer’s booking.
Waiver: A liability release form completed by customers that is added to their booking. Smartwaiver and Wherewolf are FareHarbor’s waiver partners.
Wherewolf: Wherewolf is a digital waiver, check-in, and guest management solution that can be used to automatically populate customers’ booking information into Wherewolf’s digital waiver and check-in app.
Whole-booking fields: In contrast with fields that are required for each individual on a booking, whole-booking fields apply to all customers in 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.
Zapier: Zapier is an automation tool that enables the transfer of information from one platform to another. You can connect your FareHarbor account to your Zapier account using an API key, and based on booking actions (called “triggers”) determined by you, the booking data will automatically flow through Zapier to the third-party app.
- Example of a Zapier trigger: A customer purchases a ticket for one of your events or activities, the information can be sent to a Google Sheet or Calendar.