Hotel and Vendor Bookings for Tour Operators
Rooms, vehicles, guides and activities are requested against the tour file and tracked until a reply comes. Operations can see which night is still open.
What a booking request records
Each request is raised from a line of the day plan, so the night and the place are already known.
The pending board
Operations work from a list of unconfirmed nights across every live tour. A departure three weeks away with two nights open is easy to spot. Reminders go out from the same screen. A refusal sends staff to the alternative property noted on the day line, and the request is raised again without the details being typed afresh.
Changes before departure
Guests drop out, a date shifts, a room pattern changes. The booking is amended and the earlier version stays underneath, so the office can show the property what was agreed first. Amendments made after the release date are flagged, because a charge may follow.
What this module does not do
- It does not connect to hotel or airline systems. Nothing is booked automatically.
- It does not pay the advance. Payment is recorded in the payables module.
- It does not choose a property for you when the first choice refuses.
- Who may amend a confirmed booking is set by the rule you give us.
Frequently asked questions
Can rooms be blocked for a departure before guests book?
Yes. A block is raised for the date with its release period, and bookings are allotted against it as names come in.
Does the hotel see this system?
No. Requests go out as mail or a message in your own format, and the reply is entered by your staff.
What happens if a confirmation never arrives?
The night stays on the pending board with the days counted, and operations keep chasing it until the reply is recorded.
Can part of a request be confirmed?
Yes. Three rooms out of five can be marked confirmed, and the balance stays open against the same night.
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