Group Departure and Seat Records for Tour Operators
A fixed departure is held as its own record, with the date, the capacity and the seats sold so far. Sales can see what is still open.
What a departure record holds
Each date you publish becomes one record, separate from the circuit it follows.
Holding a seat
Sales can hold a seat while a guest arranges leave or money. The hold carries an expiry, and the seat goes back to the pool when it passes. Two sales desks cannot therefore sell the same berth. A waiting list is kept for a date that fills up, in the order the names came in.
When a departure is short
A date that has not filled shows its gap early, when selling harder can still change the outcome. The office may move passengers to the next date, run a smaller vehicle or cancel. Whatever is decided, the record keeps what happened to each booking on the date.
What this module does not do
- It does not publish seats on a website for the public to book.
- It does not decide a minimum group size. Your office sets that.
- It does not reserve train or air seats. Those are booked where you book them now.
- Hold periods and waiting-list order follow the rules your office gives us.
Frequently asked questions
Can a guest be moved to another date?
Yes. The booking shifts to the new departure, the earlier seat reopens, and money already received follows the guest.
Are custom trips held the same way?
No. A custom trip has no seat count, so it runs as its own file with its own dates and vendors.
What if more guests come than the coach seats?
The extra names sit on the waiting list, and operations decide whether a larger vehicle or a second one is engaged.
Can one departure start from two cities?
Yes. Joining points are recorded against each booking, and the pickup sheet lists them separately for the driver.
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