Tour Operator Software Views for Owners, Sales and Operations
Several desks touch the same tour file in a tour office. Each one opens the part of that file its own work needs, and little beyond it.
The owner
Sales and reservations
A sales desk takes enquiries, builds the day plan, works the costing and sends the quotation. It can hold a seat on a departure while the guest decides, and it sees that guest’s earlier tours and balances. Cost lines and vendor rates can be kept out of this view where the owner prefers it. Selling prices stay visible.
Operations and tour managers
Operations raise vendor requests, follow confirmations, issue vouchers, draw rooming lists and allot vehicles, drivers and guides. A tour manager opens only the departure being escorted, with the day plan, the passenger list with phone numbers and the vendor contacts for each night. Guest prices and vendor rates are not part of that screen.
Accounts
Accounts staff post guest receipts, raise invoices, check vendor bills against bookings and keep each hotel and transporter account. They see money across every tour, not one departure. Changing a confirmed itinerary is not theirs to do.
What the client decides
Who opens what is set when the office is configured, and our team changes it when your staffing changes. A branch can be limited to its own enquiries and departures while the owner reads all of them. Passport copies can be closed to all but a named few.
Frequently asked questions
Can a sales person see the cost of a tour?
Only where the owner allows it. Many offices show the selling price to sales and keep vendor rates with operations.
Does a freelance escort get a login?
Yes, limited to the departure being escorted. Access can be closed once the group is back.
Can a branch office be kept to its own tours?
Yes. A branch sees its own enquiries, bookings and departures, while shared departures remain visible to both offices.
Who may change a confirmed booking?
Only a person your office names, and the earlier version of the booking is kept beside the change.
Is there a view on a phone?
Yes. Tour managers work from a phone on the road, and owners can read seats, balances and dues from anywhere.
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