A balloon, paragliding or rafting operator takes hundreds of bookings a day through hotel receptions, agents and guides. When the flight permit is refused, phoning every guest to move them to the next day and planning pick-up times hotel by hotel paralyses the team. In the system we build, each departure has capacity by basket, vehicle or pilot. Agent and web sales draw on the same capacity, the pick-up list is sorted automatically by hotel and zone, and on a cancellation day every guest is notified in one step and offered a new date.
Problems we see in activity operations
- Capacity overruns across agent and direct sales
- Hundreds of guests phoned one by one after weather cancellations
- Hotel pick-up times planned by hand
- Agent commission and balance reconciliation dragging on
Modules
Capacity management
Daily capacity by basket, vehicle, pilot and guide.
Multi-channel sales
Website, agent portal and hotel reception sales in a single pool.
Pick-up planning
Pick-up order by hotel and zone, with a mobile list for the driver.
Cancellation and rescheduling
Bulk notification, date transfer and refunds after weather cancellations.
Agent accounts
Commission, net rates and period-end reconciliation reports.
Photos and upsells
Flight certificates, photo and video packages and extras sales.
How it works day to day
- 1
Bookings arrive from the website, agents or hotels.
- 2
In the evening the departure capacity and pick-up list are finalised.
- 3
In the morning, drivers collect guests using the ordered list.
- 4
After the activity, photos and certificates are sold.
- 5
At day end a revenue report by agent and channel is ready.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For operators with a single product and few agents, ready-made tour booking platforms can be enough.
When custom software pays off
When high volume, agent allotments, pick-up planning and weather cancellations are managed together, a custom system noticeably reduces the operational load.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 20 screens and 10 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €450 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Can we give agents different prices?
Yes, each agent gets a net price or commission rate and a seasonal allotment.
Which channel does the bulk cancellation message use?
Guests receive it by WhatsApp or SMS, and agents through a portal notification and email.
How do drivers use the app?
The mobile screen shows an ordered hotel list, guest counts and map directions; collected guests are ticked off.
Can we import our old booking data?
Future bookings and agent details from Excel or your current system are imported during setup.
