Setting up the Viator integration in Checkfront (Classic Items)

Learn how to set up your Viator integration in Checkfront, including accessing setup, signing up for Viator, and providing key information and configuration preferences.

New to Viator? Read the first article in this series for an introduction to the Viator integration.

Accessing the features mentioned in this article

What industry does this feature apply to?

Where can I find this feature using the top menu?

Manage > Integrations > Channels > Viator

What more do I need to use this feature?

Admin permissions to manage integrations.
A Viator account (or sign up during integration setup!)

Which Checkfront version supports this feature - classic items, classic products, or both?

Your account must have access to classic items (Inventory > Items), a key feature of our classic items version of Checkfront.
This integration is not yet supported with classic products (Inventory > Products), a key feature of our classic products version of Checkfront.
→ Express your interest in this feature with products | Learn more about products

Don't see Viator listed within your account under Integrations?

This means you are on our classic products version of Checkfront that does not yet support Viator.

Please contact Customer Support for additional assistance regarding your options.

Setting up the Viator Integration in Checkfront

Viator To activate the integration in Checkfront, navigate to the Integrations page (Manage > Integrations > Channels) in your main Checkfront menu and click the Viator listing. You can also search for the integration by name.

Addon Setup Modal Viator
Next, you can select the option that matches your needs:

Click the I need a Viator account button to sign up for Viator through their website. You can return to Checkfront after creating your Viator account to complete the setup in Checkfront.
Click the I have a Viator account button to provide information to help connect your Viator account to Checkfront.

Signing up for Viator

Do you need a Viator account? Click the Sign up for Viator button to be taken to the Viator website to get started.

You can return to Checkfront after creating your Viator account to complete the setup in Checkfront.

Providing key information and configuration preferences

Add-on Setup Viator Information

Next, you must provide key information and configuration preferences to help map your Viator account to Checkfront.

There are two sections of Viator fields. The first section collects details on your business and defines some of Viator's basic settings.

Check out the next article in this series for information on configuring the Item Parameter section settings: Mapping Checkfront items to Viator inventory.

Supplier Name

This is the name of your business as entered into your Viator account. Viator uses this name to match the Checkfront integration with your Viator account. Ensure that whatever you enter here matches your supplier name at Viator.

Supplier Contact Name

This is the person at your business whom Viator should contact after or during the configuration process should they have any questions.

Location Name

This is the name of the city where your tours or activities operate. You may enter only one city per integration.

Location UN/LOCODE

This is the UN/LOCODE for the city. You can search for the code at the following website: http://www.unece.org/cefact/locode/service/location.html.

Search by country and locate the suffix code for the city. For example, Vancouver, Canada = CA VAN

Viator Settings Part

Max Hold Time

This is the maximum amount of time Viator sets aside inventory for booking. If a Customer books an item in Viator, the system holds the inventory aside. If the Customer commits to the booking within this hold time, the inventory is updated to reflect that the item is no longer available. However, if the maximum hold time is reached before a booking is completed, the system releases the hold, and the item is made available for booking by somebody else. This is a mechanism to prevent double bookings.

Status for New Bookings

This is the status assigned to new Checkfront bookings created in Viator. You can opt for the same status you use with your regular Checkfront bookings, or you can create a custom status to quickly tell (in the Checkfront interface) which bookings have come in from Viator. For example, you can search for all bookings with the status Viator.

API Key

This key is sent to Viator to connect to this Checkfront account. This value is read-only.

Viator Merchant Details

When a booking is made through Viator, a reservation is also made in Checkfront, and the invoice generated contains information brought in from Viator, known in our system as Viator Merchant Details, for example:

Viator Booking Reference: 700877611
Location: Flagstaff
Pick up Point: Grand Pacific
Amount Paid: 428.28

By default, these details display within the Name field, with options to display the information within the Address, City, Zip Code, or Note fields.

We highly recommend you create a new field specifically for Viator!

We recommend creating a custom, staff-only field to display this information.

You can create a new Checkfront booking form field within Booking Details (Manage > Layout > Booking Form).

See the instructions below.

Viator Customer Details

When a booking is made through Viator, a reservation is also made in Checkfront, and the invoice generated contains Customer information brought in from Viator, labeled in our system as Viator Customer Details, for example:

Contact: Jane Smith 123-456-7890

By default, these details display within the Name field, with options to display the information within the Address, City, Zip Code, or Note fields.

We highly recommend you create a new field specifically for Viator!

As with the View Merchant Details field, we recommend creating a custom, staff-only field to display this information.

You can create a new Checkfront booking form field within Booking Details (Manage > Layout > Booking Form).

See the instructions below.

Creating custom fields for use with Viator

Show on Form and Invoice

We highly recommend creating new fields for capturing Viator information within invoices! Here's why... If you have chosen to display booking notes from Checkfront on your Customer invoices, then the details that come in from Viator are also shown. Generally, you want your Customers to avoid seeing this information. Therefore, a Viator-specific, staff-only field is recommended. You can create a new Checkfront booking form field within Booking Details (Manage > Layout > Booking Form).

You must select Show on form and Show on Invoice for Staff when creating the Viator system-specific booking form field (Manage > Layout > Booking Form > Add new field > Options).

Using these settings, you can hide the Viator details from your Customers but show them on the company-side invoice views.

Learn more about Booking Form fields here:

Introduction to booking form fields

Discrepancies between Checkfront Invoice and Viator

Viator Invoice Example Net Amount

Due to API restrictions, Checkfront cannot access a breakdown of Viator service fees and cannot display them anywhere in your Checkfront account. Viator only provides the booking net amount, the total amount payable to the supplier for one booking.

Notice that invoices in Checkfront for bookings created in Viator have a zeroed-out balance and item cost. This is to avoid confusion about the amounts paid in Viator and those posted in Checkfront. As a result, you should use Viator for your reporting purposes when it comes to those bookings.

With the next article in this series, we look at mapping your Checkfront inventory to Viator inventory.

< Introduction to the Viator Integration with Checkfront | Mapping Checkfront inventory to Viator inventory >

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