File interface - Overview

A guide to the File interface and files.

The file interface allows users to manage bookings or individual services. In this tutorial, we will explore the various sections of the interface along with their corresponding functionality and fields.

What is a File

A file contains all the data around a customer's trip. It goes along from the quotation phase, during the trip to the post-trip processing upon return.

A file goes through a complete workflow. This workflow is tracked using a status, a sub-status and version numbers.

A follow-up article will provide detailed instructions on the actual processes for creating, modifying, and canceling files. You can find that article here.

File interface sections

This article will give you a thorough understanding of the file properties by outlining the different fields present in the file interface.

Ribbon

File header

Rooms, messages and tags pane

Entry header

Entry lines

Totals line (Sales summary metrics)

Entry line detail

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Ribbon

The ribbon can be divided into two parts. A section to actions related to your booking and a section that allows you to generate documents and browse versions. The latter will only be visible when the booking has been made.

Booking status

File status

Service actions

Import/export

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Users

Print

Versions

Save

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Booking status

The current booking status will be displayed, showing New for bookings that have not yet been saved.

File actions

Displays the menu of actions related to file management, as outlined in the table below.

File status

Select the desired file status when creating or updating the file.  A File has 7 different main statuses and these are fixed:

1. New
2. Quotation:
3. Option
4. Booking
5. Canc. by you
6. Canc. by client

For more detailed information on file statuses and custom statuses, please refer to the dedicated article available here.

Service actions

This menu enables you to manually adjust the status of service line(s). A detailed explanation of the service line status concept will be provided in the following chapter (WIP).

You can select a new status from the following available service line statuses:

Menu-item	Description
Set as Request Confirmed (RC)	If a service line is currently on request (RQ) and there is no automated process in place for request confirmations, or if manual intervention is required, you can manually confirm the request by changing the status to Request Confirmed (RC) once the supplier has communicated the confirmation of the request.
Set as Request Denied (RD)	If a service line is currently on request (RQ) and there is no automated process in place for request confirmations, or if manual intervention is required, you can manually deny the request by changing the status to Request Denied (RD) once the supplier has communicated the denial.
Set as Booking Confirmed (BC)	When a service line isn't bookable, but you have confirmation from the supplier you may continue with the booking, you can set the booking
Set as Cancellation Confirmed (CC)	This action is applicable when you need to cancel only a single service line.
Force booking confirmed (BC)	This action is applicable when you need to confirm the service line without checking allotment, stop sales, ... If the service line cannot be booked under normal circumstances, but you have received a confirmation from the supplier permitting the booking of the service line, you can proceed with this action.

Import/export

This feature allows you to download all booking data in a technical format (JSON). This option is useful for troubleshooting any issues related to the booking or to create a back up.

More information about import and export can be found here.

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Users

The section displays the users currently managing the file. If only one user is in the booking, a single user icon will be shown. If multiple users are accessing the file simultaneously, a multi-user icon will appear.

Hovering over this icon will change its color and reveal the username of each user.

Print

This menu will list the different print actions that are managed in Administration. Here you will be able to print and mail documents related to this file e.g. Quote, Purchase order, Travel Documents,... This will be discussed in a separate article.

Versions

This button will list the versions that have been created for the given file, including the variants you might have created.

Save

The save icon - as the save item in file actions, will only be visible on an existing booking, so not when creating a booking. It will also be disabled if no changes have been made. (identical functionality as the save icon).

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File header

PO Number

You can view the automatically generated file number in this field. The structure of this file number is determined by the configuration settings of your business unit. If you have not yet configured these settings, further information can be found here. Additionally, this field allows you to access and open previously created bookings.

Custom Status

Here you will be able to view the custom status of the booking. This status can either be changed manually, or be changed an automatic process flow.

Read more about the file and custom file status in this article.

Branch

A file is always assigned to a business unit (which may represent a brand, a branch, a department, a website, or similar entities).

Here you can also indicated whether you operate as organizer or resale. By default this will be Own organization

Responsible

A file is Optionally also assigned to an internal responsible colleague within the company. Throughout the workflow, files can be handled by several colleagues, but the person responsible can remain the same (or be changed)

Travel agent

In case you have a booking for a Travel Agent, you can select - or create - a travel agent that will be assigned to the file. The travel agent can chose the role of Organizer or Resale.

Select a Travel Agent

1. Click on the looking glass icon in the Travel Agent field to show the Search panel.

2. You can filter on one of these criteria e.g. Name

3. 	Click this icon the select the address
   	Click this icon to make changes to the corresponding address

    

4. Once you have selected a travel agent, the corresponding address identifier will appear in the Travel Agent field, along with the name of the travel agent displayed above it.
   
   

 

Contact

You can also optionally link a dossier to a 'contact' which is, for example, an employee of the travel agent.

Traveler 

In case you have a booking directly for a customer or made directly by the customer (e.g. Website booking), you can create the customer or select an existing customer via this field.

Rooms, messages and tags pane

Travelers and rooms

In this panel, you can allocate rooms and designate travelers who will be part of the booking.

Adding rooms

By default 1 room, with 2 adults is selected, but you can add more rooms by specifing the quantity and clicking in the room field (2PSK).

More information about managing rooms and travelers can be found in this article

Not travelers

Travelers who are not assigned to any rooms will be listed here.

This feature allows for the inclusion of non-travelers in the booking, such as e.g. a parent who pays for and manages the booking on behalf of their child and a friend. Although the parent will not be traveling, they will still receive all relevant documents and payment information.

Errors and warnings

The Errors & Warnings section appears in dossier or booking screens to alert users to potential issues or restrictions that may block or impact booking operations. Common examples are the Stop Sales warning, an entered occupancy isn't allowed for a specific service, minimum duration constraint isn't met, ...

System errors will also be shown here. E.g. when a booking with an external partner failed.

Tags

Tags allows you to categorize a file, product, or service based on predefined interests and themes. Tags help personalize offers, enable filtered searches (package search) and reporting segmentation (views).

This tag panel will list all the tags which are configured for files. You have the ability to organize them into logical categories. 

Tags are managed in Administration.

Entry header

Entry header consist of two sections: File tabs, file properties and actions group.

File tabs

Initially, there are four file tabs available; however, a fifth tab can also be accessed when you saved your file.

• Services: the default tab where you manage your service lines
• Scheduler: a graphic calendar view of all booked services
• Map:  map view that highlights the locations of all booked services
• Documents: Here you will find your generated document
• Itinerary: when creating an itinerary booking, this tab serves as your starting point.
  Itinerary will be a separate article, which you can find WIP.

File properties

Man. type: This indicator is switch on, you can overwrite the file type as determined by the system.

File type: The system will automatically determine the file type. E.g. if a package is loaded in the booking, the file type will be set to type Package. If only a single hotel is loaded in the file, the type will be set to hotel only.

Man. pkg.: WIP

 

Depending on the number of configurations you have, this list may vary in length.

Entry lines

In this section you will manage your services. In Tide, a service (or service line/entry line) represents a single bookable unit within a travel file. It can be a hotel, flight, transfer, excursion, or any other service type. Each service line follows a fixed structure for consistent data handling, pricing, and integration with suppliers.You can load services to create a service line or create them manually. Here you will also be able to modify existing services and remove unwanted services.

Service line 

Each service line includes the following key components:

• Predefined in Admin.

• Examples: Hotel, Transfer, Flight, Excursion, Round Trip.

• Used to determine behavior, applicable logic, and integrations.

• Detailed information in this article.

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2. Product

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3. Accommodation

Describes how the service is delivered (room type, vehicle type, flight class, etc.).

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4. Regime

Defines the meal or board basis.

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5. Quantity

Indicates how many units of the same accommodation are booked.

Examples:

• 3 x double room → Quantity = 3

• 2 x economy flight seats → Quantity = 2

Different accommodations require separate service lines.

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6. Start / End Date

• Entered as local time.

• For services on a single day, start date = end date.

• Time-specific data (e.g., departure time) is stored under Service Properties > Extra.

• Flight service lines will feature a dedicated tab specifically for detailed flight information.

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7. Pax (Passenger Assignment)

• Pax are auto-assigned to the service based on room logic.

• Click the three-dot button to view or edit distribution.

• Manual overrides are possible if different rooming is needed for specific services.

Examples

In the first example, the first hotel service line is assigned to passengers 1 and 2, while passengers 3 and 4 are allocated to the second service line.. 

In a second example, we have one service line with 4 travelers and two rooms where:

• traveler 1 and 2 are assigned to the first room and
• traveler 3 and 4 are assigned to the second room.

By clicking the three-dot icon, you can access the passenger view, which allows you to easily review and adjust the configuration of traveler assignments. In this example:

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8. Price

• Total sales price for this service line.

• Employees see internal pricing.

• What customers see depends on visibility settings (via price types).

Pricing logic can be manually overridden per line for both purchase prices as sales prices. 

You can do ticking the Manual sales for Selling prices 

or Manual purchase for editing Purchase price.

For more information, please read the following article

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9. Status

• Indicates booking status on supplier side (e.g. Confirmed, On Request, Cancelled).

• Cannot be edited directly from the line.

• Must be changed using Service Actions.

• For a comprehensive understanding of the various service statuses, please refer to this article.

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Best Practices

• Use contracted products and template accommodations for consistency and speed.

• For real-time pricing and availability, always use the Search Service tool.

• Always double-check Pax assignments, especially if child discounts or room-dependent

  logic is in play.

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Totals line (Sales summary metrics)

Tide will calculate and display the following totals:

• Purchase: The total cost price that needs to be paid to the supplier(s).

• Revenue: The total amount minus commission.

• Margin: The difference between sales (excl. VAT) and purchase.

• Commission: Any commission earned by an agent or sales intermediary.

• Profit: The final amount retained after costs and commissions.

• Sales: The total final price the customer pays (typically revenue plus any surcharges or extras).

Example Breakdown

Note that or VAT for this example is 50,89. 

Entry line detail

In this section, you will have the ability to oversee and modify the general booking data, aswel as all aspects of a service line.

Booking data

Each type of service may feature distinct tabs that provide relevant data for management.

For an in depth view of all aspects of the service line, we refer you to the following article.