Choose The Right Multi-Day Tour Operator Software
Multi-day tour operators will know their success hinges on differentiation, efficiency, and profitability. Differentiation starts with creating memorable travel experiences, efficiency relies on the right tour operator software to streamline and simplify processes, and profitability is a combination of everything you do.
Tour operator software can help you spend more time doing what you love and tasks that require a human touch and less time focused on administrative tasks. That sounds great, but it can be overwhelming to choose the right technology when there are so many options. Tour operator software typically focuses on reservations, product management, operations, CRM, marketing, reporting, task management, integrated payments, and accounting. When it comes to choosing the right tour operator software, it’s a good idea to consider what can cover all the solutions to keep data on one system.
What is Tour Operator Software?
First, let’s start with the basics. Tour operator software is a technology that streamlines the operations of tour and travel companies. It helps manage and automate many tasks of the business and often integrates with other travel services and solutions. Tour operators that use tour operator software often increase their efficiency, save money, improve customer happiness, and are more prepared to scale.
If your business is facing one of these challenges, it may be time to consider tour operator software:
- Time-consuming tasks such as managing bookings and itineraries
- High error rates for double bookings, scheduling conflicts, or incorrect pricing
- Difficulty handling a higher volume of bookings
- Lack of capacity to expand services
- Slow response time for customers
- No system for keeping track of customer communications
- Data kept across multiple systems or with no organization system
- Lack of insights into booking trends and business performance
- Lagging behind competitors
More: See our Tour Operator Software Checklist here!
Top 10 Features to Look for in Tour Operator Software
When evaluating tour operator software, it’s important to understand the possible features and functions that it could have so you can ask the right questions during the demo. This will help you better evaluate whether it’s the right solution for you and if it meets your business needs.
Reservations
Multi-day tour operators must prioritize software that streamlines the reservation process. Look for solutions that offer intuitive booking interfaces, real-time availability tracking, and automated confirmation processes. This ensures a seamless and customer-friendly experience from booking to departure.
Imagine a group of travelers booking a multi-day tour to explore the vineyards of Tuscany. They’re booking months in advance, but a few want to add on a hot air balloon ride and others want a cooking class. The software you choose should make this customization process smooth and error-free. A tour operator’s nightmare is double-booking a popular tour or running out of available spots. With real-time availability tracking and automated confirmations, customers receive immediate responses, and the tour operator can focus on creating exceptional experiences.
Product Management
A comprehensive tour operator software should help multi-day tour operators manage their diverse product offerings. When evaluating solutions, look for easy product setup, modification, and bundling. Since product support is crucial to growth, the software should make it easy to get trips ready to sell with internal controls to manage costs, maintain important supplier information, and deliver compelling travel packages to customers.
A small adventure travel company offers a range of excursions, from high-altitude treks to kayaking adventures. Managing these diverse products can be overwhelming, especially when you’re also handling supplier contracts and cost controls. With robust product management features, the software allows for easy setup of new trips, modification of existing ones, and bundling different activities into compelling packages. It’s like having an organized, virtual filing cabinet where all trip details, supplier agreements, and cost structures are neatly arranged and easily accessible.
Operations
Back office software and tools to optimize daily workflows, from itinerary planning to resource allocation, are a must. This ensures that the entire operational process is streamlined and error-free, from flexibility on room changes to vendor payment. It’s vital to quickly and accurately automate communications with customers, report rooming lists and other services to suppliers, view passenger manifests, and manage inventory.
Consider a situation where a tour operator is managing a 10-day luxury safari. A guest suddenly requests a room change due to an allergy concern, or a vendor needs to be paid promptly to secure the best guide available. Software with strong operational capabilities allows the operator to quickly adjust room assignments, send out payment instructions, and communicate updates to all relevant parties without skipping a beat. The ability to generate and send rooming lists, view up-to-date passenger manifests, and automate customer communications ensures the tour runs like a well-oiled machine.
CRM
Customer relationship management (CRM) is a linchpin for multi-day tour operators. Software with robust CRM features centralizes customer data, facilitates personalized interactions, and ensures positive relationships throughout the travel experience.
Think of a loyal customer who books with you every year. This year, they’re bringing along their extended family for a special reunion trip. With a robust CRM system, the tour operator can personalize the experience, perhaps by offering a special discount or adding a surprise element based on past preferences. This feature enables the operator to build long-lasting relationships by keeping detailed records of customer preferences, past interactions, and feedback, ensuring every interaction feels personalized and valued.
Marketing
The digital landscape demands an integrated approach to marketing. Look for software that seamlessly integrates with marketing tools, so you can reach a wider audience and capitalize on online channels for promotion and customer acquisition.
Picture a boutique tour operator specializing in culinary tours across Europe. They’re launching a new series of tours in Spain and want to reach food enthusiasts around the world. Integrated marketing tools within the software enable them to create targeted email campaigns, share the new offerings on social media, and track the success of their promotional efforts. With seamless integration, they can attract a global audience, convert leads into bookings, and effectively measure the ROI of their marketing campaigns.
Reporting
Having data in one place and generating comprehensive reports helps your team make data-driven decisions. Your tour operator software should have a reporting function with detailed analytics, so you can track key performance indicators, identify trends, and make informed business decisions.
Imagine a scenario where a tour operator notices a drop in bookings for a popular summer tour. With detailed reporting and analytics, they can quickly generate a report to identify trends, such as changes in customer preferences or increased competition. Armed with this data, they can adjust their marketing strategy, perhaps by offering a limited-time discount or revamping the tour’s itinerary. The ability to access and analyze data in real-time empowers the operator to make informed decisions that drive business growth.
Task Management
Efficient task management is vital for smooth operations. Choose software that includes task management features to assign, track, and complete tasks seamlessly within the system to ensure accountability and progress tracking.
Envision a busy tour company managing multiple tours across different regions. The operations team is juggling tasks like confirming hotel reservations, finalizing itineraries, and coordinating transportation. A task management feature allows them to assign, track, and complete these tasks within the software, ensuring nothing falls through the cracks. For example, when a team member marks a task as complete, the system could automatically notify the next person in the workflow, ensuring a smooth transition and timely completion of all necessary steps.
Integrated Payments
Streamlining the payment process adds value for both you and the customer. Look for software that offers integrated payment gateways to accept online payments securely and conveniently while reducing administrative overhead.
Think a payments and booking platform is enough? Think again!
Consider a traveler booking a last-minute tour to explore the glaciers of Patagonia. They want to secure their spot immediately, and an integrated payment gateway allows them to do so quickly and securely. This not only provides a seamless booking experience for the customer but also reduces the administrative burden on the tour operator. No need for manual processing or follow-up; the payment is processed, confirmed, and logged in the system, enabling the operator to focus on delivering an exceptional travel experience.
Accounting
Accuracy in financial management is non-negotiable. Tour operator software that integrates with accounting tools to make sure financial transactions, invoicing, and reporting are accurate and compliant with travel industry standards. Accounting departments should be able to see P&L at the booking and reservation levels to understand profitability immediately, not just at the end of the year.
Imagine a scenario where a tour operator is managing multiple tours with varying costs, from luxury cruises to budget-friendly road trips. Keeping track of expenses, invoices, and profits can be daunting. However, with integrated accounting features, the operator can view profit and loss statements at the booking and reservation levels. For example, they can instantly see the profitability of a particular tour package, allowing them to make informed decisions on pricing, promotions, or adjustments, ensuring financial stability and growth.
API Connectivity
When real-time data is key to selling vacation packages, API connectivity is a game-changer. Select software with API capabilities for seamless integration with third-party applications, systems, and platforms.
Picture a tour operator who partners with various third-party services, such as hotel booking engines, car rental companies, and airline reservation systems. When a customer books a tour, the software’s API connectivity ensures that all these services are seamlessly integrated. For example, once a customer books a flight, the software automatically updates the itinerary, books a hotel room, and arranges transportation, all in real-time. This seamless integration enhances the customer experience and allows the tour operator to offer comprehensive and hassle-free travel packages.
Tour Operator Software: FAQs
What are the main benefits of tour operator software?
Tour operator software offers many benefits, both internally and externally, including enhanced operational efficiency, improved customer satisfaction, increased revenue opportunities, and better team alignment. Especially for software that offers an all-in-one solution, benefits don’t stop with just a nicer itinerary or easier task management. Given that many tour operators have remote teams, software can keep everyone just as connected as they would be in-person. By automating manual tasks, providing better communication, and learning valuable insights through the available data, tour operators can focus on what truly matters – delivering unforgettable experiences to travelers.
Are there certain features to look for in tour operator software?
Tour operator success hinges on efficient management across various facets of the business. Features should cover all areas of travel management: reservations, product management, operations, CRM, marketing, reporting, task management, integrated payments, accounting, and API connectivity. Though every tour operator will have its own unique needs, multi-day travel will always require a robust and complex ability to handle all aspects that software can help solve for. See our Softrip multi-day tour operator checklist for reference!
What is the timeline for purchasing tour operator software?
The short answer? ASAP! The timeline for purchasing tour operator software can vary depending on business needs and what the “busy” time of year is for the staff. Ideally, start researching and evaluating software options well in advance to allow sufficient time for decision-making, implementation, and training. However, be flexible and prepared to adapt to unexpected challenges or opportunities that may arise during the process. Purchasing software is no small task, but one that is well worth investing in.
Will your software provide the appropriate Return on Investment?
If a software isn’t going to meet all your needs, its potential return on investment (ROI) might not be worth it. Consider factors such as time savings, increased productivity, reduced operational costs, and revenue growth opportunities. Choose a software solution that aligns with your business needs and offers tangible benefits that outweigh the initial investment. For the best tour operator software, ROI can often be immediate: the sooner you can manage your operations more efficiently, the sooner you can grow!
Will your software require you to piece together multiple systems?
If important data for customers, vendors, accounting, and trip details is scattered across multiple spreadsheets and documents, or the software will still require support from other systems, it might not be the best choice. Ideally, opt for tour operator software that offers a comprehensive suite of integrated features rather than piecemeal solutions that require you to cobble together multiple systems. Integrated software streamlines workflows, minimizes silos, and clarifies communication within and outside your business. Software should make everything easier, simpler, and provide a “source of truth” for everyone involved.
How much manual work will your team still have to do?
The goal of software is to help operators do more, faster. While tour operator software automates many aspects of tour management, there may still be manual tasks that require a human touch. Assess the level of automation offered by the software and evaluate how it aligns with your operational workflows. Is the software really reducing the manual work necessary? Sometimes what looks like it will reduce manual work creates more complexity. Look for software that offers opportunities to minimize manual work through features such as automated booking confirmations, itinerary creation, and invoicing.
To what extent will the software improve communication?
As they say (and so do we!), communication is key. Effective communication is critical in the travel industry, and tour operator software can significantly enhance customer communication capabilities. Even more importantly, it can reduce costly mistakes and missed connections. Look for features that keep details in one place, keep travelers informed at every stage of their journey and exceed all expectations. Don’t underestimate the power of keeping your internal team up to speed, either. Teams that communicate well work better together and create better travel experiences for their customers.
Will the software allow you to grow and expand your offerings in the future?
Software should be an asset to tour operators both now and in the future. Choose tour operator software that is scalable and adaptable to accommodate your business’s growth trajectory and evolving needs. Consider factors such as the ability to add new tour products, support for multiple currencies and languages, integration with third-party services, and flexibility to customize workflows and branding as your business expands into new markets or places. You don’t want to have to switch products every time you decide to pivot – and software might be the key to helping you do just that.
Does the software provide the training and support you will need to be successful?
Make sure your software providers of choice aren’t going to say “Bye!” after the sales process ends. Comprehensive training and ongoing support through a proven process are essential for successful implementation and utilization of tour operator software. Evaluate training resources, documentation, and customer support offerings to ensure they align with your team’s needs and preferences. It’s always helpful to have personalized training sessions, user-friendly documentation, and responsive support channels to address any questions or issues that may arise.
What percentage of your team will benefit from the software?
The right software should satisfy the needs and challenges of everyone involved in the tour operator workflow. Assess how tour operator software will impact different departments and roles within your organization. If a given software only benefits one or two departments or people, that leaves others still lacking the resources and tools they need to support other functions. Involve key stakeholders from various departments in the evaluation process to ensure their needs and concerns are addressed, ensuring buy-in and excitement from all. Think about the options for those at the Executive level, Sales & Marketing, Product & Operations, Finance & Accounting.
Case Study: Caradonna Adventures
In this case study, see how Caradonna Adventures, a pioneer in the scuba diving and adventure travel industry, faced challenges stemming from manual processes and outdated systems. Softrip collaborated with Caradonna to revamp their operations, enabling them to overcome inefficiencies and achieve substantial business growth.
Before adopting Softrip, Caradonna Adventures grappled with numerous challenges in their manual and outdated processes. Their manual system involved paper invoices, vouchers, and checks, and despite attempts with nine different vendors, automation remained elusive.
With Softrip, travel companies like Caradonna can enjoy one “source of truth” platform for multi-day tour operations. Softrip’s comprehensive yet intuitive software is designed by a team with decades of industry experience. Automate and simplify your business processes while powering exceptional travel experiences for your customers. The result is growing revenue, reduced operation costs, secured margins, and a significant, immediate return on your investment.
Download the case study to see how Caradonna Adventures optimized their tour operations for real business growth here!
Additional Key Factors to Consider
Selecting the right tour operator software is a critical decision that can greatly impact the efficiency and success of your business. Whether you’re a small boutique operator or a large-scale provider, the software you choose should align with your operational needs and business goals. Here are some additional key factors to consider when making your choice:
1. User-Friendliness
Ease of use is critical when it comes to tour operator software. Your team needs to be able to navigate the system quickly and efficiently. A user-friendly interface reduces the learning curve, minimizes errors, and enhances overall productivity. Look for software that offers an intuitive design and customizable dashboards to fit the specific needs of your team.
2. Integration Capabilities
In today’s interconnected world, the ability to integrate your tour operator software with other tools and platforms is essential. Whether it’s your CRM, accounting software, or marketing automation tools, seamless integration ensures that data flows smoothly across your systems, reducing manual input and potential errors. Ask potential providers about their API capabilities and the ease of connecting with your existing tech stack.
3. Security
Given the sensitive nature of the data handled by tour operators—such as customer information, payment details, and travel itineraries—security should be a top priority. Ensure the software complies with industry standards and regulations, offering features like data encryption, secure payment gateways, and regular security updates to protect your business and your clients.
4. Pricing
Tour operator software comes in a variety of pricing models, from flat-rate fees to per-user or per-booking costs. It’s important to assess not just the upfront costs but also any hidden fees, such as for additional users, modules, or support. Compare the pricing models against your budget and the value each software brings to your operations.
5. Scalability
Your tour operator software should grow with your business. As you expand your offerings or enter new markets, your software needs to accommodate increased bookings, additional users, and more complex operations. Look for a solution that offers scalable features and can easily adapt to the changing needs of your business.
The Business Impact of Tour Operator Software
Investing in the right tour operator software can have a profound impact on your business. Here are some metrics and proof points to illustrate the potential benefits:
- Efficiency Gains: Tour operators who adopt comprehensive software solutions often report up to a 30% reduction in manual tasks. Automated booking processes, real-time inventory management, and integrated communications save time and reduce errors.
- Revenue Growth: By integrating marketing tools and streamlining the customer journey, businesses can see a significant increase in conversion rates. Some operators have experienced up to a 20% boost in bookings after implementing advanced CRM features and targeted marketing campaigns.
- Customer Satisfaction: A well-integrated CRM system can lead to a more personalized customer experience, improving customer retention by up to 15%. Satisfied customers are more likely to rebook and refer others, driving organic growth.
- Scalability: As your business grows, the right software can support expansion without the need for a complete system overhaul. Scalable solutions can accommodate up to a 50% increase in bookings without compromising performance, ensuring your operations run smoothly even during peak seasons.
Choosing the right tour operator software for your business isn’t just about checking off a list of features. It’s about finding a solution that meets your team’s needs and provides a better experience for customers.
When evaluating options, Softrip should be at the top of your list. The comprehensive features include reservations, product management, operations, CRM, marketing, reporting, task management, integrated payments, accounting, and API connectivity. It’s a versatile solution that helps multi-day tour operators streamline and simplify their operations. Give your business the tools to success today and be ready to scale for future growth.
