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
Moving a group of 40, stage by stage
- 01EnquiryA group leader asks for dates, size and budget from the site or by phone.
- 02QuoteYour team prices the trip per person and sends the quote with its options.
- 03AcceptThe leader accepts and the group booking opens with its places held.
- 04DepositA deposit per traveller or per group secures the places.
- 05NamesTravellers add their details, room choice and documents before the deadline.
- 06BalanceInstalments and the final balance are tracked against each traveller.
- 07DepartFinal rooming list, traveller manifest and documents sent to suppliers and the group.
Enquiry and quote
From a group enquiry to a quote the leader can accept
A walking club asks for Jordan and Petra in March for around 40 people. Your team prices the trip per person from its hotels, transport and tours, then sends one quote to the group leader.
A quote can carry options, so the leader sees the per-person price at each group size and how many leader places are free or discounted. When the leader accepts, the group booking opens with its places held, and the minimum and maximum group size keep counting from there.
Group quotes
Price private groups per person with hotels, transport and extras, then send a quote to accept online.
Group leaders
One contact per group who sees the traveller list and payments, with leader places priced free or discounted.
Group size rules
A minimum to run and a maximum to sell per departure, with the count of places sold always in view.
- Trip
- Jordan and Petra, 8 days
- Dates
- 15 to 22 March
- Group size
- Rooms needed
- 5 twin, 2 single12 travellers
- 10 twin, 4 single24 travellers
- 18 twin, 4 single40 travellers
Quote options
| Group size | Per person | Leader places |
|---|---|---|
| 10–19 | – | 1 free |
| 20–29 | – | 2 free |
| 30+ | – | 3 free |
Quote total
–
11 paying travellers · – · Leader places: 1
–
22 paying travellers · – · Leader places: 2
–
37 paying travellers · – · Leader places: 3
Example data for illustration
Group manifest
Every traveller in the group on one list
Names, passports, rooms, dietary needs and payments per traveller, added by the travellers themselves before the deadline instead of re-typed from emails.
The group leader sees the traveller list and payments for their group. Your team filters the list to chase what is missing, and the manifest is ready to export for suppliers and for the group.
| Traveller | Passport | Room | Dietary | Payment |
|---|---|---|---|---|
| Helen CarterLeader | Received•••• 4821 | Twin 1 | None | Paid in full |
| Tom Carter | Received•••• 4822 | Twin 1 | Vegetarian | Paid in full |
| Priya Shah | Received•••• 7310 | Twin 2 | Vegetarian | Deposit paid |
| Anna Lewis | Missing | Twin 2 | Gluten free | Deposit paid |
| Samir Haddad | Received•••• 1958 | Double 1 | Halal | Paid in full |
| Leila Haddad | Received•••• 1959 | Double 1 | Halal | Paid in full |
| Mark Owens | Missing | Single 1 | None | Balance due |
| Grace Kim | Received•••• 6604 | Single 2 | None | Balance due |
Traveller lists
Names, passports, dietary needs and emergency contacts per group, ready to export.
Group documents
Invoices, vouchers, rooming lists and manifests generated from the booking.
Group leaders
One contact per group who sees the traveller list and payments, with leader places priced free or discounted.
- Twin
- 16 rooms
- Double
- 2 rooms
- Single
- 4 rooms
- Twin 1Helen CarterTom Carter
- Twin 2Priya ShahAnna Lewis
- Twin 3Ruth EvansJane Moss
- Twin 4Paul GrantIan Brooks
- Twin 5Clare DunnWaiting for a room
- Double 1Samir HaddadLeila Haddad
- Double 2Ben FordSara Ford
- Single 1+ –Mark Owens
- Single 2+ –Grace Kim
Example data for illustration
Rooming list
A rooming list built from the group, not retyped for the hotel
Each traveller is assigned a room type and a sharing partner. Twins, doubles and singles fill up as names come in, and the rooming list is exported for the hotel whenever names or rooms change.
Sharing requests stay with the booking, a single supplement is priced on the traveller who takes the single room, and a traveller still waiting for a partner is visible before the hotel asks.
Rooming lists
Single, twin, double and triple rooms assigned per traveller, with single supplements and sharing requests.
Group hotel rooms
Use hotels from the stays module, with blocks of rooms allocated to the group.
Deposits and instalments
A payment plan per traveller, with reminders before each date
A deposit secures each place, a second payment follows, and the final balance is due before departure. Every traveller's plan is tracked against the group booking.
- 01Deposit–On booking
- 02Second payment–15 DecemberReminder 14 days before
- 03Final balance–15 FebruaryReminder 7 days before
| Traveller | Deposit | Second payment | Final balance |
|---|---|---|---|
| Tom Carter | Paid | Paid | Paid |
| Priya Shah | Paid | Paid | Upcoming |
| Anna Lewis | Paid | Due | Upcoming |
| Samir Haddad | Paid | Paid | Paid |
| Mark Owens | Paid | Due | Upcoming |
| Grace Kim | Paid | Paid | Upcoming |
- Collected
- –
- Still due
- –
Example data for illustration
Take the deposit per traveller or once for the whole group. Your team sees what is collected, what is due and who needs a reminder, without chasing deposits and instalments one by one.
Payment plans
Deposits, instalment dates and balances per traveller or per group, with reminders.
Departure day
Departure day: one manifest, one seat list, one document pack
Once the departure is guaranteed, the final rooming list, the traveller manifest and the group documents go to suppliers and to the group.
Front
- Group leader(1)
- Traveller(39)
- Free seat(8)
- Day 1Arrive in Amman
- Day 2Jerash and the Dead Sea
- Day 4Petra
- Day 6Wadi Rum
- Day 8Fly home
- Itinerary, day by day
- Hotel and transport vouchers
- Final rooming list
- Traveller manifest
- Group invoice
Sent to the group
Example data for illustration
Seats on coaches, flights and other transport are held for the whole group. The group leader is the one contact for the group, and each traveller's emergency contact is on the manifest.
Guaranteed departures
Mark a departure guaranteed once the minimum is reached, or move or cancel travellers when it is not.
Departure overview
Places sold, minimum reached, deadlines and balances due for every departure.
Space and agents
Rooms and seats held for the group, and departures sold through agents
A group trip is built from parts the platform already sells. Rooms and seats are held for the group, and agents book places on fixed departures in the B2B portal.
Hotel rooms come from the stays module, flights and transport from the transport modules and sightseeing from the tours module, priced together as one per-person price. Pilgrim groups run on the same tools beside the umrah module.
Agent group sales
Agents book places on fixed departures or request group quotes in the B2B portal.
Reports
Load factor per departure, revenue, payments due and supplier costs, ready to export.
| Part | Held | Named | Names due |
|---|---|---|---|
| Amman hotel rooms | 22 | 21 | 15 February |
| Group flight seats | 40 | 38 | 15 February |
| Coach seats, 8 days | 48 | 40 | 15 February |
Fixed departures in the agent portal
- 15 March18 of 30 placesGuaranteed
- 12 April8 of 30 places4 more to guarantee
- 10 May27 of 30 placesGuaranteed
Example data for illustration
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.
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.
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