Tour Operator & Travel Agency
Know whether a tour will make money
three days before it departs.
Departure board, seat and break-even tracking, day-by-day itineraries, guide and vehicle assignment, and payment collection. Which tour is full, which is under break-even, whose money hasn't come in — all on one screen.
Status is calculated automatically from where occupancy sits against the break-even seat count. Figures are illustrative.
You have to know how many seats a tour breaks even at.
Coach, hotel and guide costs are the same whether a seat sells or not. An early-booking discount offered without knowing the break-even seat count produces losses, not sales.
On this tour the costs are covered at seat 36; everything from 37 is profit. Running a tour that sold 30 seats because "we're going anyway" writes off 15,000 lira every time — and that decision needs the number in front of it.
Everyone has the same itinerary, and it's current.
Guide, driver, hotel and passenger all see the same programme. When a hotel changes or a time shifts, it reaches everyone at once — the phone chain disappears.
How many people are booked on an optional activity shows in the itinerary — the number given to the balloon operator is read off a list, not estimated.
Don't book the same guide onto two tours.
Guides, drivers and vehicles are assigned on a calendar. A clash warns before saving, and the guide's licence validity is checked too.
A guide with an expired licence cannot be assigned — the system doesn't show them in the selection list. That is the kind of thing you only need to experience once.
Booking made, money not received.
A tour is sold with a deposit and the balance collected before departure. Three days out, who still owes — a passenger who boards without that being checked is a passenger you chase later.
Passengers with an outstanding balance get an automatic reminder three days before departure. You write the wording — tone before a holiday matters.
The rest of the agency
Passenger lists and rooming
ID details, room types and travelling groups. The list sent to the hotel and the list on the coach come from the same source.
Pick-up points
City pick-up points and times are sent to passengers, and the driver gets a boarding list per point.
Optional activities
Balloon flights, boat trips and quad tours are sold and reported separately. The number for the supplier is read off a list.
Agencies and commission
Sales through partner agencies and their commission rates are tracked, with a settlement list at month end.
Contracts and insurance
Package tour contracts and mandatory insurance records are stored against the passenger.
Cancellation rules
Cancellation charges are defined by days to departure, and the refund is calculated from the rule — no argument.
Questions
Does it integrate with our online booking site?
Bookings from your site can be imported. Tell us which platform you use and we'll say before installation whether it's a direct integration or a file transfer. For agencies without a site, a simple booking form can be set up.
Does the system calculate break-even?
You enter the fixed and variable costs; the system calculates the break-even seat count and marks occupancy against it. When a cost changes the calculation updates itself. Deciding which costs are fixed and which are variable is your job.
Does it suit outbound tours?
It does. Visa status, passport validity and flight details attach to the passenger record. A passenger whose passport has under six months' validity is flagged on the list — the most common problem at an airport.
Can our partner agencies log in?
If you want. A partner agency sees only available allocation and creates bookings; they cannot see other agencies' sales or your cost information.
Does the system set cancellation charges?
You define the rules — 10% within 30 days of departure, 30% within 15 days, and so on. The system applies the rule and calculates the refund. Checking that the rules meet regulation is your responsibility.
How many tours and passengers?
No limit, and no per-user fee. Sales, operations and accounts log in with their own permissions.
Let's set up
one of your tours end to end.
How many tours a month, do you own your coaches, do you sell through partner agencies. We'll build a demo on one of your own tours.
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