Tour Operator System
A domestic and international trips company with seasonal programs and scheduled groups.
From designing the trip program to marketing, bookings, preparation, execution, and feedback through invoicing.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every trip is born as a card in the “Program” column: destination, duration, cost, capacity, and day-by-day itinerary. It moves to “Marketing” where offers are published, inquiries tracked, and response measured, then “Bookings” with confirmed participant lists and their payments until the group is full. Before departure the card moves to “Preparation”: flight tickets, hotel bookings, transport, and permits — no move to “Execution” before they are complete. The trip then lives in “Execution” through its travel days with daily follow-up on the card; after return, participant impressions are documented in “Feedback” and balances closed in “Invoicing”.
Chat during execution is the trip’s operations room: the guide coordinates with the office on any emergency — a flight time change or a participant’s health issue — and the trip log is updated on the card first-hand. Announcements are for the programs manager: new season program launches, supplier price updates affecting packages, and instructions for handling participants in emergencies.
Dues manages participant installments due before and after travel, and supplier payables — flights, hotels, transport — per trip separately, so each program’s net profit shows after all its obligations, and the owner knows which destinations deserve repeating.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Programs Manager
Designs trip programs and sets their prices and capacity, announces their launch in Announcements, and reviews each trip’s profitability after “Invoicing”.
Bookings Coordinator
Manages “Bookings”, confirming participants and their payments, and executes “Preparation” — tickets, hotels, permits — well before departure.
Tour Guides
Lead “Execution” in the field, manage the participant group and the trip log on the card, and document feedback with participants before returning.
Marketing Officer
Runs “Marketing”: publishes programs across channels, follows up inquiries and converts them to bookings, and reports to the manager which programs work and which need adjustment.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Welcome announcement: «Welcome to the Trips System»
Every trip with us is a card from “Program” to “Invoicing”: participant bookings, travel preparations, and execution logs are all documented on it. During trips, Chat is the operations room with the guides, and program launches are announced here. Start by logging the next trip’s full program.
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