Viator Tours & Activities

Tours don't behave like the rest of a trip. A cruise or a resort stay is one big booking you manage over months. Tours are five or six small bookings, each with its own date, its own meeting point, its own voucher, and — the one that actually costs money — its own free-cancellation deadline.

The Viator Command Center puts all of them on one screen, sorted by date, with the deadlines surfaced before they close.

How It Works

Add a booking to a trip with Viator as the supplier. That's it — the command center appears on the trip's command center tab automatically. There's no template to assign and no setting to switch on.

It shows up whether the tours are the whole trip or hang off something bigger. On a cruise trip with a few shore excursions booked through Viator, the cruise command center stays as the main one and the Viator panel sits below it.

What You See

At the top: how many tours, how many vouchers you've sent, when the next free-cancellation window closes, and your total commission across the tours.

Down the left: the milestone timeline — confirm availability, collect traveler names, the free-cancellation review, send vouchers, confirm meet points, the day-before reminder, and the post-trip review ask. Click any milestone to mark it done, or use Add Milestones as Tasks to turn the whole list into dated tasks.

In the Tours tab: every tour on the trip, earliest first. Each row shows the date and time, the meeting point, the booking reference, the price and commission, and where the cancellation window stands. Tours whose free-cancellation window closes within five days are highlighted.

Vouchers

Most tour operators won't admit a guest without a voucher, so the command center tracks which ones you've sent.

Click Mark voucher sent on a tour once you've sent it to the client. The header count updates, and the "Send Tour Vouchers" milestone gives you a single place to see whether the whole trip is covered.

Free-Cancellation Deadlines

This is the part worth setting up properly.

Record the deadline on a tour and the command center counts down to it. Miss it and the client is committed to a tour they may no longer want.

You can set the date two ways:

• On the booking — the Free Cancellation Until field, alongside Meeting Point and Meeting Time
• From the command center — any tour with no deadline recorded shows an inline date picker right in its row

A blank deadline means "we haven't recorded it" — never "this tour is non-refundable." The command center shows it as Not recorded and the header tells you how many tours are missing one. If a tour genuinely is non-refundable, leave the field blank and note it on the booking; the system will never claim a refund policy it hasn't been told.

Importing Confirmations

Forward or upload a Viator confirmation and the AI import reads the tour details straight off it — product name, booking reference, travel date, start time, meeting point, and the free-cancellation date when the document states one.

Two things worth knowing:

• Each tour becomes its own booking. A confirmation email covering four tours imports as four bookings, not one bundle.
• The booking reference matters. Viator's 10-digit reference is the same number that appears on their commission statement, so importing it correctly means your commission matches to the right booking automatically. The import deliberately ignores the product code (like 5670P11) — that identifies the tour product, not your booking.

If a confirmation doesn't state a cancellation date, the import leaves it blank rather than guessing. Fill it in from the command center when you know it.

Tips

• Do the free-cancellation review in one pass. The milestone lands two weeks before departure for exactly this reason — check every tour at once and confirm with the client rather than chasing them one at a time.
• Meeting points move more often than tour dates. The "Confirm Meet Points & Times" milestone five days out is there because operators change pickup locations far more than they change schedules.
• Record the meeting time even when it looks obvious. A 9:00 AM tour that asks guests to arrive at 8:45 is the single most common cause of a missed tour.

Frequently Asked Questions

Do I need to assign a template for this to appear? No. Add a booking with Viator as the supplier and the command center appears on its own.

My tour is saved as "Activity" and the meeting fields aren't showing. They should be. Meeting Point, Meeting Time, and Free Cancellation Until appear for excursions, transfers, park tickets, dining, activities, and for any booking where the supplier is Viator — whatever booking type you picked.

Can I book Viator tours from inside JourneyFuse? Not today. Tours are entered manually or imported from a confirmation. A live connection to Viator is something we're looking at.

What about GetYourGuide, Klook, or Tours by Locals? They'll still work as ordinary bookings, but they don't get the tour command center yet. If you're booking a lot through one of them, let us know — the screen is built to take more than one tour supplier.

A tour got cancelled. Will it still show? No. Cancelled bookings drop out of the command center and stop counting toward your tour and voucher totals.