Most day-tour and adventure agencies sell inside WhatsApp chats. The traveller asks, someone answers when they can, the deposit gets chased by hand and the guide’s list is put together the night before. We built a working demo of a booking system that runs that whole flow, from the first message to the guide brief, so you can see what it would look like for your departures.
A message at 10 p.m., or while the guide is on the trail, sits unanswered for hours. By morning the traveller has booked with whoever replied first.
Someone sends the bank details, asks for the receipt, checks the account and matches the transfer to the right name. Multiply that by every booking in high season.
“I’ll pay tomorrow” keeps a seat blocked for days. The departure looks full on paper while the deposits never arrive.
An allergy or a bad knee mentioned in a message never reaches the guide, who finds out on the trail.
Scrolling through chats to put together names, payments and notes for tomorrow’s group, usually late and usually by the owner.
Every enquiry gets a first answer within a minute, day or night, and the traveller’s details go into a booking instead of staying in the chat. Your team can step into any conversation.
Once the traveller is ready, the system sends the deposit request with the options you accept: a card payment link, PayPal or bank transfer.
Seats are held for 24 hours while the deposit is pending, so a departure only fills with people who actually pay.
Every departure for the coming month on one board, with seats sold and seats on hold.
Who is coming, who has paid, what balance is left and any medical notes, all on one list for each departure.
The guide receives the group list and the notes that matter the day before the tour, without anyone putting it together by hand.
A traveller messages on WhatsApp at night asking about Saturday’s tour and gets a reply within a minute.
They share the names in their group and mention an allergy. The note is saved to the booking.
The system sends a deposit request with a card link, PayPal or bank transfer details and holds the seats for 24 hours.
The deposit is recorded, the booking is confirmed and the departure board updates the seat count.
The group appears on Saturday’s guest list with their payment status and the medical note.
On Friday, the guide receives the brief with the full group and the notes to keep in mind.
See the booking demo with your own tours in mind
Tell us how you take bookings today. We’ll show you the demo and outline what a system like this would need for your agency, with a defined estimate.
Capture every lead, assign an owner, trigger follow-ups and keep one customer history.
Book appointments, assign technicians and track job status from one dispatch board.
Turn completed work into invoices with payment links, reminders and automatic reconciliation.
Connect your tools with Make, Zapier and APIs so work moves on clear rules, with AI where it helps.
A considered website where every enquiry is routed, confirmed and easy to follow up.