Software package

Tour activity booking package

Sell places on departures that know their capacity, guide and pick-ups: participants by type or private group, a live manifest on the guide's phone, minimum-number and weather cancellation in one action, gift experiences and resellers booking against the same live count.

Custom build Concept demo

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Who it is for

Built for

A good fit

Tour operators, activity providers and experience companies that run scheduled departures: walking and food tours, boat trips, kayaking and climbing sessions, wildlife safaris, cookery classes and city experiences, from an owner-guide with one product to an operator with a dozen products, a team of guides and a network of resellers. Daily users are the operator or office manager who builds the schedule and makes the minimum-number call, guides who open the manifest on a phone at the meeting point, reseller agents in hotels and agencies who book places, and customers who book and turn up.

Not the right fit

It is not for travel agencies selling multi-day tailor-made trips with itineraries and booking files, which have their own package, nor for venues selling timed entry tickets without guides or pick-ups. Operators who need marketplace connections or qualification-based guide rostering at scale should look at a custom build.

The operational problem it solves

How it runs, step by step

Six in the evening in July.

The operations manager opens the board for tomorrow: eleven departures across the day, each showing places sold against capacity, the assigned guide and the pick-ups.
The nine o'clock kayak departure shows twelve of twelve, with two of the twelve booked by the harbour hotel's concierge through her reseller login an hour ago, so the count is right and nobody is sold a thirteenth place.
The two o'clock food tour shows three of fourteen, below its minimum of four; the board flags it, and the manager decides to run it anyway and clears the flag, or cancels it in one action that messages the three participants with a rebooking link.

At seven the pick-up times for tomorrow's wildlife safari go out automatically to each participant from the route built from their hotels.

At six the next morning a storm warning arrives; the manager cancels both kayak departures, every participant receives a message offering another departure or a refund under the published policy, the refunds run as a batch through the payment provider and the concierge sees the cancellation against her bookings.
At half past eight a guide opens her manifest on the quayside: fourteen names for the boat trip, two children, one wheelchair user, a note about a nut allergy, and a family of four who booked at eleven last night already on the list.
A customer redeems a gift experience voucher bought at Christmas against the afternoon walking tour; the code is marked used and the outstanding voucher balance moves.
The day after each tour a review request goes to every participant, and the manager sees ratings by product and guide.

Features

What the package does

The package ships as modules that mirror the operator\'s day: the products and departures that hold capacity, the booking flow for customers and resellers, the operations board with cancellation workflows, and the guide\'s manifest with pick-ups and notes. Each module below lists what it does; the comparison table shows which package variant includes it.

Bookings and diary

Tour products with departuresEach tour has departures with date, time, capacity and an assigned guide.
Minimum numbers and one-action cancellationFlag departures below minimum numbers and cancel for weather or low numbers in one action, with rebooking or refund.
Pick-up routes with timed stopsBuild pick-up routes from participants' hotels with timed stops.

Billing and payments

Participant types and private group pricingPrice adult, child and concession places separately, or sell a whole departure to a private group.
Payments, deposits and cancellation policyTake payment or a deposit and show the cancellation policy at booking.
Gift experiences as vouchersSell gift experiences as vouchers with codes, expiry and an outstanding balance.
Reseller loginsGive resellers logins with commission or net rates, visibility of their own bookings and statements.

Messaging and notifications

Pick-up points and meeting instructionsPick-up points and meeting instructions go out with confirmations and again the evening before.

Workflow and tasks

Live guide manifestGuides see participants and their notes on a phone and mark arrivals.
Participant waivers and declarationsCollect participant waivers and declarations before the tour.

Reporting and insights

Review requests by product and guideAsk for a review after each tour and see ratings by product and by guide.

Package variants compared

Website
Business Software
Custom Platform

Which features each package variant includes
Feature	Website	Business Software	Custom Platform
Tour products with departures	Included	Included	Included
Participant types and private group pricing	Included	Included	Included
Pick-up points and meeting instructions	Included	Included	Included
Payments, deposits and cancellation policy	Included	Included	Included
Gift experiences as vouchers	Included	Included	Included
Live guide manifest	Not in this variant	Included	Included
Minimum numbers and one-action cancellation	Not in this variant	Included	Included
Review requests by product and guide	Not in this variant	Included	Included
Reseller logins	Not in this variant	Optional	Optional
Pick-up routes with timed stops	Not in this variant	Optional	Optional
Participant waivers and declarations	Optional	Optional	Optional

Roles and permissions

Who does what

Operator
- Create tour products, participant types and private group pricing
- Schedule departures with date, time, capacity and guide
- Set minimum numbers, the cancellation policy and weather rules
- Manage resellers, their rates and statements, and voucher products
- See sales by product, channel and guide, and reviews
Office staff
- Work the operations board and take bookings by phone against live capacity
- Build pick-up lists and send meeting instructions
- Run the minimum-number check and cancel or confirm departures
- Process refunds and rebookings within the policy
Guide
- See their assigned departures and open the live manifest on a phone
- Read participant notes on dietary, mobility and pick-up details
- Mark participants as arrived and record no-shows
- Add a note after the tour for the office
Reseller agent
- Book places on any departure against live capacity at their own rate
- See and amend only their own bookings
- Download their statement for the period
Customer
- Choose a tour and departure and book by participant type or as a private group
- Choose a pick-up point and receive meeting instructions and times
- Buy or redeem a gift experience
- Rebook or take a refund after a cancellation and leave a review after the tour

Example screen

Concept demo

Concept demo of a tour operations board listing departures with capacity, guides, pick-ups, reseller-sourced bookings and a minimum-number flag.

The operations board for tomorrow: eleven departures in time order, each with places sold against capacity, the assigned guide and pick-up count, the kayak departure full with two reseller bookings marked by source, and the food tour flagged below its minimum with cancel-and-rebook and run-anyway actions.

Scope and options

What is included and what is extra

In the base package

Tour products with departures carrying date, time, capacity and an assigned guide
Participant types such as adult, child and concession, and private group pricing for a whole departure
Pick-up points and meeting instructions sent with confirmations and the evening before
Live guide manifest on a phone with participant notes and arrival marking
Minimum-number flags and a one-action cancellation workflow for weather or low numbers with rebooking or refund
Payments, deposits and the cancellation policy shown at booking
Gift experiences sold as vouchers with codes, expiry and an outstanding balance
Review request after each tour with ratings by product and guide

Common add-ons

Reseller logins with commission or net rates, own-booking visibility and statements
Pick-up routes built from participants' hotels with timed stops
Participant waivers and declarations collected before the tour

Needs custom work

Marketplace and reseller platform connections, scoped per provider
Guide rostering by qualification and availability across many departures
Equipment allocation such as boats, bikes or harnesses per departure
Several sites or brands run from one operations board

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

Runs on your own hosting or on hosting we manage; the choice is made in the proposal and can change later. You own the code and your data in both cases. Products, departures, bookings, participants, vouchers and reseller records can be exported at any time in standard formats, and nothing in the package stops a move to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates, monitoring of payment and refund callbacks, pick-up and cancellation messaging and reseller access, backups, and a monthly window for small changes such as next season\'s schedule template, a new participant type or a policy wording change. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

Sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of products and departures, the pick-up logistics, whether resellers and waivers are included, the payment provider and the bookings and vouchers migrated. The proposal itemises each line so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Tour products with departures carrying date, time, capacity and an assigned guide
Participant types such as adult, child and concession, and private group pricing for a whole departure
Pick-up points and meeting instructions sent with confirmations and the evening before
Live guide manifest on a phone with participant notes and arrival marking

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

What does the guide see on the day?

A manifest for each assigned departure on their phone: participant names and types, pick-up points, notes on dietary, mobility and other needs, and the source of each booking. It updates live, so a booking made late the night before is already on the list, and the guide marks arrivals and no-shows at the meeting point.

How does the minimum-number rule work?

Each product carries a minimum and a cut-off time. Departures below the minimum at the cut-off are flagged on the board, and the operator decides to run anyway or cancel. Cancelling sends every participant a message with a rebooking link and a refund option under your published policy.

Can we sell private groups as well as individual places?

Yes. A product can offer per-person places, a private group price for the whole departure, or both. A private booking takes the full capacity so no individual places are sold alongside it.

How do resellers book without overselling?

With the reseller add-on, each agent has a login that books against the same live capacity as your website at the rate you set, sees only its own bookings and downloads a statement per period. The manifest shows which bookings came from which reseller.

Can it connect to the online marketplaces we sell through?

Marketplace connections are integration opportunities rather than built-in features, because each platform exposes something different. They are scoped per provider through custom tour booking development once we have seen what the platform allows.

Is this a finished product I can see running?

Not yet. The readiness badge shows the real state: the package is a custom build assembled from our capacity, orders, multi-vendor and messaging modules for each operator, and the operations board on this page is a labelled concept demo rather than a live client system.

Get a quote for Tour activity booking package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.