An Umrah or group tour has hundreds of travellers with passports, room pairings, flights and hotels. When operations run on spreadsheets, one missing document or wrong rooming affects the whole group. Our system tracks every traveller from registration to return: it lists missing documents, suggests rooming automatically and reminds instalments. The guide app shows the programme and passenger list; travellers see the daily plan and announcements.
Operator problems
- Missing passport and visa documents found too late
- Rooming lists done by hand
- Instalment tracking
- Hard to reach travellers during the trip
Modules
Registration and documents
Traveller details, passport, photo, vaccinations and document checklist.
Groups and rooming
Group creation, room types and pairing, hotel lists.
Payment plans
Instalments, currency rates, reminders and receipts.
Guide app
Programme, passenger list, roll call and emergency contacts.
Traveller app
Daily programme, announcements, hotel and flight info.
Reports
Group occupancy, revenue, document status and supplier lists.
How it works day to day
- 1
The traveller registers and a document checklist is created.
- 2
A payment plan is set and reminders follow.
- 3
When the group closes, rooming and lists are prepared.
- 4
During the trip the guide manages roll calls and announcements in the app.
- 5
After return, a survey and an invitation to the next trip are sent.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
Agencies running a few groups a year can use general tour software.
When custom software pays off
Operators with many groups per season, guide teams and a traveller app significantly reduce operational errors with custom software.
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 18 screens and 9 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €400 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Can rooming be done automatically?
The system suggests pairings by family, gender and room type; staff confirm.
Do travellers need to download an app?
No, updates can also go via WhatsApp; the app is optional.
Can prices be held in foreign currency?
Yes, with conversion at payment time.
Is it suitable for cultural tours?
Yes, group, rooming and programme management apply to any group travel.
