Settings > Providers

Providers are the tour operators, transportation companies or other businesses and individuals who are your resources.

Usually a provider will be an external company. But if you have an in-house tour operation, for example, you'll want to create them as a provider.

Adding a Provider

Learn how to add new Providers in Planniac — such as tour operators, spas, shuttle companies, or in-house departments — so you can assign activities, track commissions, and manage contact information all in one place.

What’s a Provider?

A Provider is anyone or any department that delivers an activity or service to your guests.

Examples include:

External vendors like tour operators, transfer companies, or spa partners
In-house departments like your own shuttle, spa, or housekeeping team
Independent contractors working under your operation

Other common terms you might use are operator, resource, supplier, or vendor — but in Planniac, they’re all “Providers.”

Adding a New Provider

Go to the Providers area.
Select + Add Provider.
Search first to be sure the provider doesn’t already exist.
Enter the provider’s name (for example, “Island Adventures” or “OurHotel Spa”).
Choose the activity types this provider handles.
Fill in as much other information as possible — it helps your Concierge and Front Desk staff later.

💡 Tip: Providers must be created before you can assign activities or bookings to them.

In-House Providers

For departments that operate within your property, such as your own spa, shuttle, or restaurant:

Check “In-House Provider” to mark it as internal.

If the provider manages subcontractors (e.g. an in-house tour desk hiring external guides), check “Primary Provider” — this allows activities to be assigned to sub-providers.

You can set up your in-house structure in a few ways:

Separate providers per department:

OurHotel Dive Shop → Activity Type: Tour
OurHotel Restaurant → Activity Type: Kitchen, FOH
Housekeeping → Activity Type: Housekeeping
OurHotel Spa → Activity Type: Spa
OurHotel Shuttle → Activity Type: Arrival, Departure, Shuttle

Single provider for the entire property: assign multiple activity types to one entry.

Hybrid approach: combine both methods to suit your workflow.

Activity Types

Choose the activity or task categories that apply.

You can assign up to 16 types per provider.

Guest-Facing Activities

Tours – Guided experiences or excursions.
Arrival – Airport pickups or incoming transfers.
Departure – Drop-offs at checkout time.
Taxi / Shuttle – Local or long-distance transportation.
Spa – Spa treatments or independent masseuses.
Concierge – Bookings or recommendations (e.g. restaurants, events).
Rental – Vehicles, equipment, or facility rentals.
Flight – Flight bookings managed by your team
Gift shop – If your gift shop is too small to need a full POS, try using Planniac to track purchases and bill gift shop items
Food and beverage – For a simple restaurant operation with a small menu, Planniac might be helpful, especially for room service orders

Task Assignments (Internal Use)

Housekeeping – Room or facility cleaning.
Maintenance – Repairs and upkeep.
Front Desk – Guest messages, keys, or desk-specific duties.
Reservations – Quotes, confirmations, or payments.
Security – Patrols or safety-related tasks.
Driver – Chauffeur or transport tasks (appear in Tour/Transport Calendar).
Kitchen – Food orders, cakes, boxed lunches.
FOH (Front of House) – Restaurant or event prep.
Concierge – Follow-up reminders and messages.
Task – General or cross-departmental tasks.

Contact Information

Be sure to add complete contact details for each provider:

Contact Name
Phone
Email
Website

This ensures your team can reach the provider quickly when guests have questions or need assistance.

Notes

Add any helpful notes about the provider — directions, policies, or history — to keep your team informed.

Commissions

If you receive commissions from a provider, you can specify them here and track them in reports

Steps:

Choose the commission type (No Commission, Net Rate, Invoiced, Cash, Other).
Select the calculation type (Percent or Fixed Amount).
Enter the amount.

Example:

Type: Cash Commission

Calculation: Percent

Amount: 10%

Cancellations

You can record each provider’s cancellation policy and have it appear on guest vouchers.

Choose whether to use the provider’s own policy or your hotel’s policy.

Add cancellation notes (e.g., refund terms, exceptions).

Define cancellation terms using tiers such as:

More than 48 hours: No charge
Less than 48 hours: 50% charge

Add additional lines for multi-level policies as needed.

Other Settings

Additional provider options include:

Tax ID number
Whether the guest pays direct
Whether the provider accepts cash only
Mark as inactive (no longer in business)
Mark as not preferred

Next Step

Now that your providers are set up, you can begin assigning activities, creating bookings, or generating provider reports.

* Note: if you're coming to Planniac as a user of an earlier release of Planniac, you might be looking for Resources or Operators. We refer to them as Providers now.