Internal - Perseus CMS Guide – Accommodation & Content Blocks

CMS link: https://cms.inspiringvacations.com/admin/content/accommodations

Why it matters: Details saved in the CMS are pulled through to customer documents. If an entry is incomplete, saved as a draft or duplicated, customers can receive missing or incorrect information.

1. Getting around the CMS
2. Checking whether an accommodation already exists
3. Creating a new accommodation
4. Updating an existing accommodation
5. Creating a content block (Additional Important Information)
6. Updating emergency contact details in an existing content block
7. Adding a content block to a tour page
8. Quick checklist and common mistakes

• The menu on the left lists every collection. The two you'll use most are Accommodations and Content Blocks.
• Along the top right of each list page you'll find the search (magnifying glass), filter and bookmark icons, and the purple Create button.
• The item count (for example, "1–1,000 of 8,173 items") shows how many records are in the collection.
• When you're editing a record, click the purple Save button at the top right to save your changes. The back arrow next to the page title returns you to the list.

Always do this before creating a new accommodation. A duplicate record means a tour could be linked to the wrong or outdated version.

1. Click Accommodations in the left menu.
2. Click the search icon at the top right and enter the hotel name.
3. Try a few versions of the name if nothing comes up. For example, search for "Kingsbury" rather than "The Kingsbury Hotel – Colombo", because names may include the city or be written slightly differently.
4. Check the City and Address Line 1 columns to confirm it's the same property. Hotel chains often have several properties with similar names.
5. If the property exists and its details are correct, you don't need to do anything. If it exists but the details are wrong, go to Section 4. If it doesn't exist, go to Section 3.

1. In Accommodations, click the purple Create button at the top right.
2. Status: change from Draft to Published.
3. Progress Status: select Completed. (It defaults to In Progress.)
4. Type: select Hotel.
5. Name: enter the property's official name, as it appears when you do a google search, as this will be what the majority of customers will do. If the name differs largely from what the supplier has advised, double check with them that the details you have found are correct.
6. Address Line 1: enter the street address.
7. Phone: enter the phone number in international format, starting with the country code (for example, +94 for Sri Lanka).
8. Click Save at the top right.

Why only these fields? Name, Address Line 1 and Phone are the only fields that appear on customer documents. You can leave everything else (Website, Description, Star Rating, Address Line 2, Operator Name, City and so on) blank.

Important: If you leave Status as Draft, the accommodation won't be available to customer documents. Before you save, check that Status is set to Published.

1. Find the accommodation using the steps in Section 2.
2. Click the accommodation to open it.
3. Update the field that's wrong (Name, Address Line 1 or Phone).
4. Check that Status is Published and Progress Status is Completed.
5. Click Save.

Content blocks hold extra information that's shared across tours. The most common one is the emergency contact details, along with any tour-specific notes such as welcome meeting instructions.

1. Click Content Blocks in the left menu.
2. Click the purple Create button at the top right.
3. Progress Status: select Completed.
4. Status: select Published.
5. Type: select Transfers. This matches the Transfers heading where the block is attached on the tour page (Section 7).
6. Name: use this format:
   Additional Important Information – [Supplier/Region] – [Variant]
   Examples: "Additional Important Information – Intrepid South America – CORE" and "Additional Important Information – Intrepid South America – with GALAPAGOS".
   Starting every name with the same words means blocks are easy to find when you search for them later.
7. Title: leave this blank. It isn't required.
8. In the content area, paste the relevant content (see the emergency contact template below).
9. Select all of the pasted content and click Clear formatting (the crossed-out T icon in the editor toolbar). This removes any formatting carried over from emails or other documents.
10. Bold each heading (for example, "EMERGENCY CONTACT").
11. Check the spacing is consistent, with one blank line between paragraphs and no extra gaps.
12. Click Save.

Emergency contact template

Copy this template and fill in the details in square brackets:

EMERGENCY CONTACT

Here are the details of your on-tour emergency contact - this is a number that you can call once you are in-destination.

Number: [insert number in international format]

Representative Name (if applicable): [insert name]

While our utmost effort is always dedicated to delivering the finest holiday experience, unforeseen circumstances can occur and lead to complications due to the nature of travel and the destinations we explore.

In the event of any problem arising during your trip, it is important that you promptly communicate it to your group leader or our local representative. By doing so, they can make every possible effort to address the issue and mitigate any potential negative impact on the remainder of your journey.

Additionally, you have the option to provide specific details in your online feedback, which we kindly ask you to complete within 30 days after the conclusion of your trip. Please be aware that it becomes considerably challenging for us to offer practical assistance once the trip has concluded. Therefore, informing our local representatives or our customer service team while you are still travelling will provide us with the opportunity to address and resolve any problems when they occur.

Before you start: one content block is usually attached to several tours, for example every CMS ID for a supplier's core tour and its combination tours. Any change you make will show on all of those tours. Check the CMS IDS List tab in the CMS Content Block Updates – Documentation sheet to see which tours use the block.

1. Click Content Blocks in the left menu.
2. Search for Additional Important Information plus the supplier name, for example "Additional Important Information Intrepid South America".
3. Open the correct block.
4. Update the emergency contact number and/or representative name. Leave the rest of the wording as it is.
5. If you pasted any new text, clear its formatting and re-bold the headings, as in Section 5.
6. Click Save.

If only some of the tours need the new details, don't edit the shared block. Create a new block with its own variant name (Section 5) and attach it to just those tours (Section 7).

1. Click Tours in the left menu.
2. Find the tour's CMS ID in the CMS IDS List tab of the documentation sheet.
3. Search for that CMS ID, making sure you're searching by ID rather than name.
4. Open the tour page.
5. Scroll down through the content blocks to the Transfers heading.
6. Click the drop-down option to select an existing content block.
7. Search for Additional Important Information to narrow the list.
8. Click the content block you want to add.
9. Click Done.
10. Click Save at the top right.
11. Go back to the CMS IDS List tab and tick Actioned for that CMS ID.

Tip: You can attach the same content block to any other relevant CMS ID, which is especially useful for combination tours or tours with similar itineraries. Check the CMS IDS List for every product that shares the supplier, so you update them all in one go.

Accommodation

• Did you search first to check it doesn't already exist?
• Is Status Published, Progress Status Completed and Type Hotel?
• Are Name, Address Line 1 and Phone (with country code) filled in?
• Did you click Save?

Content block

• Is the name in the format Additional Important Information – [Supplier/Region] – [Variant]?
• Is Status Published, Progress Status Completed and Type Transfers?
• Did you clear the formatting, bold the headings and check the spacing?
• If you edited an existing block, did you check which tours use it first?
• If you attached it to a tour, did you save the tour and tick Actioned in the CMS IDS List?

Common mistakes

• Leaving the Status as Draft. The record saves, but it won't appear on customer documents.
• Creating a duplicate accommodation because the first search used the full name. Search with a partial name instead.
• Editing a shared content block when only one tour needed the change.
• Pasting without clearing formatting, which leaves inconsistent fonts and spacing in customer documents.