Tour Booking Software

Tour operator software: what is it?

Tour operator software is a computer program designed to help tour operators manage their business online more efficiently. It simplifies tasks like travel scheduling, multi-day booking management, itinerary and package creation, payment integration and processing, and customer management.

Think of it as a toolbox that helps tour businesses keep everything organized in one place. This online reservation system often comes with features that allow tour companies to create itineraries, set pricing, process payments online, and even market their tours to potential customers.

It's like having an assistant who works 24/7, helping to ensure the tour experience is smooth for both the operator and the customer.

How does a tour reservation system work?

A tour reservation system (or a central reservation system) provides an all-in-one booking platform where customers can reserve and pay for services or events real-time, like tours and activities, directly through a website.

Here's how it typically works in simple steps:

1. Display of Services: The software lists all available travel experiences and services, such as tour dates and times, on the company's website.

2. Customer Selection: Customers visit the website, choose what they want, such as a tour, and select the date and time that works for them.

3. Reservation Details: Customers then enter their personal details, which are required to book tours successfully.

4. Payment Processing: The customer pays for the service online through a secure payment gateway integrated into the software (either through credit card or other cashless payment integration options).

5. Confirmation: After payment, the tour scheduling software confirms the reservation by sending an email or text message to the customer.

Behind the scenes, the software automatically updates the service availability to prevent overbooking. It can also manage cancellations, changes, and customer inquiries. This entire process makes booking convenient for customers and efficient for businesses.

What features do tours & activities need in tour booking software?

Tour booking software is essential for managing and growing tour and activity businesses. It should be rich in features that cater to the industry's specific needs.

Here's how travel businesses can benefit from powerful booking software:

• Centralized Dashboard: Gain a bird's eye view of your operations, with instant access to a tour booking page, scheduling, and customer interactions from one place, making it easier to operate multi-day tours and handle walk-ups efficiently.
• Inventory and Resource Management Tools: Keep track of tour availability, manage resources, and prevent double-bookings. Essential for both one-time events and multi-day tours.
• Channel Management: Connect with travel agencies and online marketplaces, syncing availability and bookings to attract more customers without overbooking.
• Online Payment Gateways and Payment Managers: Process payments securely with a payment manager that supports various methods and currencies, providing a frictionless transaction experience for users.
• Automated Emails and Communication: Send out automated emails for booking confirmations, reminders to reduce no-shows, and personalized follow-up messages to keep your customers engaged.
• Customizable Booking Forms: Create forms that capture all necessary customer details directly on your tour booking page, ensuring a seamless reservation experience.
• Centralized Invoicing: Manage your finances with centralized invoicing, allowing for streamlined billing and better financial tracking.
• Analytics and Reporting: Use detailed reports to understand customer behavior, peak booking times, and financial performance to make informed business decisions.
• Mobile Optimization: Ensure your tour management platform is fully functional on mobile devices, providing convenience for customers on the go.

By including these features, online tour booking software can dramatically simplify day-to-day operations, improve customer data management, and ultimately contribute to a more robust bottom line.

Can online tour booking software help my tour operator business grow in sales and bookings?

Yes, tour booking software can help your tour business grow in sales and bookings, though its primary goal is to increase operational efficiency. Here's how it indirectly contributes to business growth:

1. Time and Cost Savings: By automating bookings, invoicing, and scheduling, you save on manual tasks. No more endless spreadsheets or manual invoicing prone to errors, freeing up time to focus on business strategy and customer service.

2. Simplified Booking Process: The software handles reservations, syncs schedules to your calendar, and processes payments, making booking faster and easier for your customers.

3. 24/7 Sales Capability: Since the booking system is always on, your customers can make reservations anytime, reducing wait times and increasing your chances of closing more sales outside of traditional business hours.

4. Reduced Manual Work: With less time spent on the phone and manually managing bookings, you can allocate more resources to marketing and customer engagement, leading to more bookings and repeat business.

5. Improved Customer Service: A smooth tour & activity booking experience enhances customer satisfaction, which is crucial for word-of-mouth marketing and repeat bookings.

6. Better Engagement: With more free time thanks to the software, you can create more personalized interactions with customers, encouraging loyalty and potentially more sales.

While tour booking software doesn't directly increase sales, it creates a more efficient and customer-friendly environment. This efficiency and improved customer experience often lead to increased sales and bookings. This is a natural result of better service and more free time to invest in growth opportunities.

What kind of support and training does your software solution provide?

Our tour booking solution provides a range of support and training resources to ensure you can effectively use the system:

• Direct Support: Access to customer support representatives ready to assist with any queries or issues.
• Training Videos: A collection of instructional videos to help you learn the ins and outs of the software at your own pace.
• Help Desk Articles: An extensive library of articles for quick, self-service assistance, detailing features and troubleshooting steps.

How much does your booking software cost?

Tour operator software costs vary depending on the features and brand, but it usually pays off. Some systems charge a flat monthly fee, while others charge a commission. TicketingHub, for instance, charges only 3% per booking, excluding integration fees (whether you pass the booking fee on to your guests or absorb it).