Reviewing and editing rates

For: Suppliers Where to find it: Sidebar → Rates → click any document with the Review pending status

After Tourium's AI extracts your rate sheet, you need to check the result before sharing it with agents. The review screen is where you confirm what the AI read correctly, fix anything it got wrong, and approve the final version. You're the quality check — nothing goes out to agents until you say it's right.

What the review screen looks like

The review screen has three panels:

The tree on the left — every property, room, rate, and service provider the AI found, organised hierarchically. Click any item to load it in the centre.
The edit form in the middle — the details of whatever you've selected. Fields depend on what kind of item it is (property, rate, service).
The PDF preview on the right — the original document, so you can cross-check the extraction against the source. If you also uploaded a fact sheet, you can toggle between them at the top of the preview.

A sticky header runs across the top of the screen showing the document name, a completeness percentage, a counter for missing fields ("2 of 15 missing"), a Save button, and a green Approve & Process button on the far right.

If required information is missing, a banner under the header says how many required fields must be filled in before you can approve. Click Fix to jump to the first one.

Common tasks

Find items in a long tree

Above the tree is a search box and a Filters button. Search matches every word you type, in any order, and works across a property and its rates together — it also looks at meal plans, seasons, rate types, price tables and markets. The filters narrow the tree to:

Needs attention — only items with missing or flagged fields.
Rates — Any, Has rates, or No rates (handy for spotting a property the AI found but priced nothing for).
Country, Region, Category, and Provider type.

The tree shows how many items match ("4 of 23"). Clear resets everything.

Cross-check the extraction

Click a property in the tree on the left.
Read the form in the middle.
Compare it against the PDF preview on the right.
If something looks wrong, edit the field and move on.

Edit a field

Text fields: click and type.
Dropdowns (currency, occupancy type, rate type): open and pick the right value.
Array fields (seasons, includes, excludes, taxes and levies): use the add and remove buttons on each row.

Changes are auto-saved every 2 seconds to a draft. You can also click Save in the header to save immediately. Don't worry about losing work if you close the browser — your draft is waiting when you come back.

Fill in the property tabs

The property form is organised into tabs — Overview, Rooms & Rates, Details, Location, Policies, Activities, Images and Rate sheet. A dot on a tab means something there needs your attention.

Overview and Rooms & Rates — a summary of the property, then its rooms with their rates. Rates are grouped under a heading for each price list (for example Rack or a nett list), each season shows once with its dates, and long names are shortened with the full name on hover. Click a rate to open it.
Rate sheet — the original rate sheet beside the form, so you can check a figure against the source (use Which rate sheet if several are linked, or Open in a new tab). It only appears when a rate sheet is linked.
Details — name, category, star rating, room count, booking link, and Feature tags: what the property offers, picked from a list — Family friendly, Spa, Pool, Wi-Fi, Gym, Wheelchair accessible, Game viewing, Water activities, Walking safari, Cultural experience, Birding, Malaria free, Big Five, Beach, Private plunge pool, All suite, Adults only, Eco lodge, and Fly-in only. Touri uses these to answer questions like "which lodges are family friendly?", so they're worth a minute.
Location — use Search address (autocomplete fills the address, country, coordinates, and region), pick or type a Region, and fine-tune the position by dragging the pin on the map. If the document only gave a place name (a town or area), the map is centred on that area and a hint says the location is approximate. That approximate pin is not saved as the property's coordinates — drag the pin or search an address to set a real position.
Policies — cancellation policies, terms and conditions, blockout periods, and the children policy. Fill in the Min Age and Max Age for children: Touri uses them to answer which properties accept children of a given age.
Activities — the activities, transfers, park fees, and meals the property offers, as collapsible cards. Click a card to expand it and set the name, category, and pricing (Paid (optional), Included in rate, Complimentary, or On request, with a price and currency where relevant). Use Expand all / Collapse all to scan a long list.
Images — photos for the property and a strip for each room, with a count such as "2 of 5" (up to 5 images per property, room type, or service). Room photos are shared by every rate of that room. You can upload new images or choose existing ones from your library. You're asked to confirm before a photo is removed, and removing one only detaches it here; the file stays in your Media & Doc Hub. Photos you upload here are visible only to the agents this rate sheet is shared with — they're not published to your whole network. To widen that, change the file's Who can view setting in the Shared library.

Because images live in your library, this tab only appears for team members with the Manage shared library permission. If the images fail to load, the tab says "These images couldn't be loaded. Please try again."

Fill gaps from the property's website

Right under the property or service provider name is a Fill the gaps from the website panel. Paste the website, click Find data, and Tourium reads the site and offers what it finds for you to tick and apply. Nothing changes until you apply it. See Filling gaps from a website.

Capture the pricing details on each rate

Click a rate to open it in a wider panel with a section list down the side: Prices, What's included, Taxes & levies, Children, When this rate applies, Activities and Room photos. Only that rate's own season prices are shown, with links to the room's other price lists. When a section needs attention, Go or Fix opens the right section for you.

Beyond the price itself, a rate's sections capture the structure agents (and the Tourplan sync) rely on:

Additional adult price — the per-adult charge for a 3rd/4th guest sharing, used to build triple and quad rates.
Applies on (day band) — split a rate into midweek (Sun–Thu) and weekend (Fri–Sat) entries when the price differs by day.
Early booker — mark advance-purchase rates and set the lead time (days or months) they must be booked ahead.
Stay / Pay offer — free-night deals (e.g. Stay 4, Pay 3 = one free night). If the offer only runs for part of the rate's season (say 01 June to 30 November on a year-round rate), fill in Offer valid from and Offer valid until. Leave both blank when the offer applies whenever the rate is sold.
Taxes & levies → Compulsory extras (levies) — fixed park, conservation, or impact charges billed on top of the rate, each with an amount, a per-person/per-room/per-group basis, and a tax-exempt flag. Keep percentage taxes (like VAT) in the tax list above them.
When this rate applies — Seasonal Periods, Closed Periods, and Minimum Stay Periods. Use Add Minimum Stay Period for a date range with its own minimum (e.g. 3 nights over Christmas): set the from and to dates and the Min nights.
Activities — for each of the property's activities, mark whether this rate treats it as Not offered, Included, or Optional (with a price).

Jump through missing fields

The header shows a counter like "2 of 15 missing". Use the Previous and Next buttons to jump directly from one incomplete property or rate to the next, instead of hunting through the tree manually.

Change the market of a rate sheet

A sheet's Market (for example, a sheet written only for SADC residents) can be changed after upload from the sheet's edit form. The change reaches the sheet's rates too, whether it's still extracting, in review or already approved. Only rates with no market set, or the old market, are changed.

Remove a property or rate the AI got wrong

Click the property or rate in the tree, then use the remove button on its form or via the right-click menu. Confirm the deletion. The item is removed from your draft but the original PDF isn't touched.

Re-extract the whole document

If the first extraction came out badly — wrong structure, missing properties, seasonal data in the wrong place — you can throw it away and start again:

Click the refresh icon in the header.
Confirm the warning: "Re-extract from PDF? This will overwrite current data."
Tourium re-runs the AI over the original PDF.

Any edits you made will be lost. Only re-extract when you're sure the current draft isn't worth keeping.

Approve and finalise

Click Approve & Process in the header.
If your completeness percentage is below 80% or there are high-severity warnings, you'll be asked to confirm.
On confirmation, the document moves to the processing status and then completed. Once it's completed, you can share it with agents.

Approving is the moment the data becomes official. After approval you shouldn't need to edit the rate sheet again — if prices change, upload a new one.

Uploading the same file twice

If you upload a rate sheet that's identical to one already in your library, Tourium stops and shows You've already uploaded this file, with the date of the earlier upload. Uploading again runs a second extraction and creates a second rate sheet. If you corrected fields on the earlier sheet during review, the dialog tells you how many — those corrections are not carried over, because a new upload starts from the original extraction. Choose View the existing rate sheet to go back to the one you've already worked on, or Upload anyway.

The completeness badge

The completeness percentage gives a rough signal of how much of the expected structure the AI found. Only fields that still need your attention count against it — fields you've dismissed as not applicable don't. It's colour-coded:

Green (≥ 80%) — extraction is solid.
Yellow (50–79%) — extraction is partial. Review carefully before approving.
Red (< 50%) — extraction struggled with this document. Expect to do meaningful editing or consider re-uploading a cleaner source file.

Tips

The review page fills the window: the header, checklist and PDF stay in view while the editor scrolls.
On smaller screens or mobile, the tree collapses and the PDF preview is hidden by default. Tap the PDF icon to open the preview in a bottom sheet.
Taxes and levies (park fees, VAT, tourism fees) are commonly missed by the AI because they appear outside the main pricing tables. Double-check this section before approving.
Seasons often have overlapping dates in source documents. Make sure the extracted seasons are contiguous and not missing gaps.
You can approve with warnings, but try not to. Warnings usually mean an agent will see something confusing downstream.