Group tours module
Group tour booking software with fixed departures, quotes and rooming lists
Sell and run group travel from one admin: fixed departures with minimum and maximum group sizes, group quotes and enquiries, rooming lists, deposits and instalments per group, and a named group leader for every booking.
- Fixed group departures
- Minimum and maximum group size
- Group quotes and enquiries
- Deposits and instalments
The group tours module
Group travel management in one system
Publish fixed departures that open for sale and guarantee once enough travellers join, or quote a private trip for a school, club, company or community group. Each group has a leader, a traveller list, a rooming list and a payment plan, so your team stops rebuilding groups from email threads and spreadsheets.
- Open fixed departures with a minimum and maximum group size
- Turn group enquiries into priced quotes the leader can accept
- Collect names, passport details and room preferences per traveller
- Take a group deposit, then schedule the instalments and final balance
- Confirm the departure as guaranteed and send documents to the group
- Trip
- Jordan and Petra, 8 days
- Departure
- 15 Mar
- Group size
- 24 travellers
- Rooms
- 10 twin, 4 single
- Group leader
- Westfield Walking Club
Departures and groups
Group size, status and payment plan on every departure
Fixed departures and private groups side by side, with the details a group leader checks before committing.
- 18/3015 March departure18 of 30 places sold · Minimum 12$1,490per person
- 8/3012 April departure8 of 30 places sold · Minimum 12$1,490per person
- Westfield Walking ClubPrivate group · 24 travellers · Quote sent$1,365per person
Fixed departures
Set dates for a group itinerary, each with its own price, capacity and booking deadline.
Group size rules
A minimum to run and a maximum to sell per departure, with the count of places sold always in view.
Guaranteed departures
Mark a departure guaranteed once the minimum is reached, or move or cancel travellers when it is not.
Group quotes
Price private groups per person with hotels, transport and extras, then send a quote to accept online.
Rooming lists
Single, twin, double and triple rooms assigned per traveller, with single supplements and sharing requests.
Group leaders
One contact per group who sees the traveller list and payments, with leader places priced free or discounted.
Group lifecycle
From enquiry to departure day
One process for fixed departures and private groups, from the first enquiry to the final rooming list.
Enquiry
A group leader asks for dates, size and budget from the site or by phone.
Quote
Your team prices the trip per person and sends the quote with its options.
Accept
The leader accepts and the group booking opens with its places held.
Deposit
A deposit per traveller or per group secures the places.
Names
Travellers add their details, room choice and documents before the deadline.
Balance
Instalments and the final balance are tracked against each traveller.
Depart
Final rooming list, traveller manifest and documents sent to suppliers and the group.
Building the trip
Hotels, transport and tours combined into one group trip
A group trip is built from parts the platform already sells, priced together as one per-person price.
Group hotel rooms
Use hotels from the stays module, with blocks of rooms allocated to the group.
Flights and transport
Add group flights, coaches, rail or ferries, with seats held for the whole group.
Tours and activities
Include sightseeing and activities from the tours module in the itinerary.
Back office
Run every group from one dashboard
Departures, quotes, travellers and money in the same admin as every other product you sell.
Departure overview
Places sold, minimum reached, deadlines and balances due for every departure.
Traveller lists
Names, passports, dietary needs and emergency contacts per group, ready to export.
Payment plans
Deposits, instalment dates and balances per traveller or per group, with reminders.
Agent group sales
Agents book places on fixed departures or request group quotes in the B2B portal.
Group documents
Invoices, vouchers, rooming lists and manifests generated from the booking.
Reports
Load factor per departure, revenue, payments due and supplier costs, ready to export.
Compare
Spreadsheets and email vs group travel management software
Most group trips are still run from an email thread and a spreadsheet per group. This is what changes.
| Task | Manual process | PHPTRAVELS |
|---|---|---|
| Quotes | Manual processBuilt in a document and re-priced for every change | PHPTRAVELSPer-person quote from the trip's parts, accepted online |
| Group size | Manual processPlaces counted by hand across several sales channels | PHPTRAVELSLive count against the minimum and maximum per departure |
| Traveller names | Manual processCollected by email and re-typed into a sheet | PHPTRAVELSTravellers add their own details to the group booking |
| Rooming list | Manual processRebuilt for the hotel after every change | PHPTRAVELSRooms assigned per traveller and exported when needed |
| Payments | Manual processDeposits and instalments chased one by one | PHPTRAVELSPayment plan per traveller with balances in view |
| Go or no-go | Manual processDecided late, from a guess at final numbers | PHPTRAVELSMinimum reached shown per departure before the deadline |
Use cases
Built for the way you sell group travel
Group tour operators
Scheduled escorted tours with fixed departures, group sizes and guaranteed dates.
Special interest and pilgrim groups
Schools, clubs, faith and incentive groups with a leader, a rooming list and a payment plan.
Agencies and DMCs
Group quotes built from hotels, transport and tours, sold direct or through agents.
Why PHPTRAVELS
Yours to run, change and grow
Source code included
Self-hosted under a commercial licence, so you can adapt every screen.
Unlimited groups
Add as many trips, departures and groups as your business needs.
24 languages
Sell in your markets' languages and currencies, including right-to-left.
B2C and B2B
One installation for your public site and your agent portal.
FAQ
Group tour booking software questions
What group tour operators and agencies ask before they move group travel online.
Talk to salesSoftware for selling and running trips where travellers go together: fixed departures with group size limits, quotes for private groups, traveller and rooming lists, and deposits and instalments per traveller. As a group travel management system, it keeps every group, its leader and its payments in one admin.
The tours module sells day tours and activities seat by seat. The group tours module manages the group as a whole: minimum numbers to run, a group leader, rooming lists, payment plans and quotes for private groups.
You see the count against the minimum before the deadline. You can then extend sales, move travellers to another date or cancel the departure and refund from the admin.
Yes. Build a per-person price from hotels, transport, tours and extras with your markup, send the quote to the group leader and turn it into a booking when it is accepted.
Yes. A group can take a deposit per traveller or for the whole group, followed by scheduled instalments and a final balance, each tracked against the booking.
Yes. Each traveller is assigned a room type and sharing partner, and the rooming list can be exported for the hotel whenever names or rooms change.
Yes. Agents book places on fixed departures or request group quotes in the B2B portal, with their own rates and commissions, from the same installation.
Yes. Every plan includes the full source code under a commercial licence and you host it yourself, so your developers can adapt the group travel workflow to your operation.