Departure manager
Every departure with seats, minimums, pricing, guide and vehicle on one calendar.
Tour operator software: departures, seats & agent commissions
Tour operators: every departure, seat and agent in one place. Fill seats, not spreadsheets.
Departures live in a spreadsheet and agents book by email. The pickup list gets scribbled at 5am and commissions are worked out by hand at month end. We build departure, booking, agent and pickup systems for tour operators that all talk to each other. Then we host them and look after them.
Looking for tour operator software that handles departures, agents and pickups?
A tour operator sells the same seat five different ways. Direct on the website, through Rezdy or FareHarbor, on Viator and GetYourGuide, through inbound agents and over the phone at a hotel tour desk. Each one has its own login and its own idea of how many seats are left. Then somebody has to turn all of it into a pickup run, a manifest for the guide and a commission statement for every agent.
Wollopit builds custom tour operator software around how your departures actually run. One live seat count per departure feeds every channel. Agents book in their own portal at their own rates and commissions calculate themselves. Pickup lists sort into a route and land on the driver's phone. We connect the booking platform you already like, fill the gaps it leaves and look after the lot on our own servers, so you can get back to running tours.
01The problems
What we hear from tour operators
Does your tour operator have these problems? Here's how we'd fix them.
Most tour operators we talk to run great tours. The trouble starts in the office, where seats, agents, pickups and guides are held together by a spreadsheet and a lot of phone calls.
- The problemOverbooked departuresSeats sell direct, on Rezdy, through Viator and over the phone from a hotel desk. Two people grab the last seat at the same time.How we fix itEvery channel draws from one live seat count per departure, so the last seat only sells once.
- The problemAgents book by emailInbound agents, tour desks and visitor centres email or ring through bookings. Then someone retypes every one.How we fix itAn agent portal where they see live availability, book at their net rates and get an instant confirmation.
- The problemCommissions done by handMonth end means a spreadsheet, a calculator and arguments over which bookings were cancelled or changed.How we fix itCommission calculated on every booking by agent, product and rate, with statements and payouts ready for Xero.
- The problemPickups planned at 5amSomeone works through the bookings, guesses which hotel is which and texts the driver a list.How we fix itPickup lists built from bookings, sorted into a route by pickup point and time, right on the driver's phone.
- The problemManifests typed upThe guide gets a printout that's wrong the moment a late booking comes in.How we fix itLive manifests on the guide's phone with names, pickups, dietaries, medical notes and check-in ticks.
- The problemMulti-day tours on three spreadsheetsRooms, meals, single supplements and dietaries spread across files and the guide's notebook.How we fix itMulti-day departures with rooming lists, meal counts and supplier bookings tracked per night.
- The problemWeather calls take all morningA storm rolls in and someone rings forty passengers and five agents one at a time.How we fix itCancel or move a departure in one go. Passengers and agents get an SMS and email with rebook options.
- The problemWill it run or won't it?A departure needs eight to go and you don't know until the night before.How we fix itMinimum numbers per departure with go/no-go alerts days out, so you can push sales or consolidate early.
- The problemGuides and buses on a whiteboardWho's driving the 22-seater on Tuesday? It's written on the depot whiteboard. Maybe.How we fix itA guide and vehicle roster per departure with licences, rego and service dates tracked.
- The problemDeposits nobody chasesGroup and private bookings pay a deposit. The balance gets forgotten until the week of the tour.How we fix itDeposits, balance reminders and payment links that run themselves through Stripe.
- The problemHappy guests, no reviewsPeople have a ripper day out then go home and forget all about TripAdvisor and Google.How we fix itAn automatic thank-you after every tour with review links, photos and a rebooking offer.
02What we build
Solutions
What we build for tour operators. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Live availability & channel sync
One seat count shared with your website, Rezdy or FareHarbor and the OTAs.
Online booking & checkout
Book on your website with pickup selection, add-ons, passenger details and Stripe payments.
Agent portal
Agents check availability, book at net rates, download vouchers and see their bookings.
Commission engine
Rates per agent and product, calculated automatically with monthly statements.
Pickup & route planner
Pickup points, times and a sorted route for each vehicle, on the driver's phone.
Guide manifest app
Names, pickups, dietaries, medical notes, waivers and check-ins on any phone.
Multi-day tour manager
Itineraries, rooming lists, meal counts, supplements and supplier bookings.
Weather & cancellation tools
Cancel, move or consolidate a departure and message everyone in one go.
Guide & fleet rosters
Who's guiding and driving what, with licences, rego and servicing tracked.
Group & private charter quotes
Quotes for schools, clubs and corporates with deposits and balance reminders.
Reviews & follow-ups
Thank-you messages, review links to TripAdvisor and Google and rebooking offers.
A website that books
Hand-built, quick on mobile, with live departures and built to rank for tours in your region.
03The systems
The big ones
Your whole tour business, on one system.
These are the systems tour operators ask us about most. Each one works on its own and they get properly clever when they're joined up.
Departures & seats
One seat count. Every channel.
Each departure becomes the single source of truth for seats, pricing and minimums. Your website, booking platform, OTAs and agents all sell from the same number, so the last seat only sells once.
- Departure calendar by tour and date
- Live seats shared across every channel
- Sync with Rezdy, FareHarbor or Bokun
- Adult, child, family and concession pricing
- Minimum numbers and go/no-go alerts
- Seat holds for agents and groups
- Waitlists for sold-out departures
- Add-ons like lunch, photos and transfers
- Seasonal and peak pricing
Agents & commissions
Agents book themselves. Commissions add themselves up.
Inbound agents, hotel desks and visitor centres get their own login with live availability and their own net rates. Every booking calculates its commission on the spot and month end is a statement, not a spreadsheet.
- Agent logins with their own rates
- Live availability and instant confirmation
- Vouchers and confirmations to download
- Commission or net rate per agent and product
- Cancellations and changes adjust commission
- Monthly statements in the portal
- Payouts and invoices into Xero or MYOB
- Credit terms and account holds
- Bookings by agent reports
Pickups & manifests
The driver knows the run before the coffee's cold.
Pickups come straight from bookings, sort into a route and land on the driver's phone. Guides get a live manifest that updates when a late booking or no-show comes in.
- Set pickup points and times
- Hotel and address lookup with Google Maps
- Routes sorted per vehicle
- Pickup lists on the driver's phone
- Live manifests with check-in ticks
- Dietaries, medical notes and waivers
- No-show and late-booking alerts
- Night-before pickup SMS to passengers
- Printable manifests if you still want paper
Multi-day tours
Rooms, meals and dietaries without the three spreadsheets.
Multi-day departures carry their own itinerary, rooming list and meal counts. Supplier bookings sit against each night and the guide sees the lot on their phone.
- Day-by-day itineraries
- Rooming lists with twin, double and single
- Single supplements and room upgrades
- Meal counts and dietaries per night
- Supplier bookings and confirmations
- Deposits and balance reminders
- Passenger forms and emergency contacts
- Final docs sent before departure
Guides & fleet
Right guide, right bus, every departure.
Assign guides and vehicles to departures and spot clashes before they happen. Licences, rego and servicing are tracked so nobody heads out in a bus that's overdue.
- Guide roster per departure
- Vehicle assignments by seat count
- Clash and double-booking warnings
- Driver licence and accreditation expiry
- Rego and service due dates
- Pre-trip vehicle checklists
- Guide availability and leave
- Hours per guide for payroll
04How it changes
Before and after
A coach day tour, wolloped.
Here's how a busy Saturday departure could change. Every tour operator is different, so we map yours first.
Before
- Agent emails a booking on Friday night
- Seats updated by hand in three places
- Someone plans the pickups at 5am
- Driver gets a text with a list of hotels
- Guide works off a printed manifest
- Commission goes into a spreadsheet for month end
After
- Agent books in their portal at their rate
- Seats update live on every channel
- Pickup run sorts itself into a route
- Driver sees it on their phone with times
- Guide ticks people off a live manifest
- Commission is already on the agent's statement
05Services
Everything under one roof
Software, websites and systems for tour operators.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for tour operators
Built around how your tour operator actually runs: departure manager, live availability & channel sync and the admin in between, in one system you own.
Websites for tour operators
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Tour operator system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for tour operators
Online booking & checkout and agent portal: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Rezdy, FareHarbor and Bokun so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your tour operator, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the booking platform you rely on, work alongside the channels you're happy with or replace the ones holding you back.
- Rezdy
- FareHarbor
- Bokun
- Checkfront
- Viator
- GetYourGuide
- Klook
- Expedia
- Booking.com
- TripAdvisor
- ATDW
- Stripe
- Xero
- MYOB
- Google Business Profile
- Google Maps
- Mailchimp
- Twilio SMS
- Deputy
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your tour operator: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We ride along on a departure, sit in the office at booking time and work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your tours, departures, channels, agents, pickups, guides, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before peak season.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things tour operators ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can agents see their own commission statements?
Yes. Agents log in to see their bookings, vouchers and monthly commission statements. Cancellations and changes adjust their commission automatically.
We already use Rezdy or FareHarbor. Do we have to switch?
No. If your booking platform is doing its job we build around it, adding the agent portal, commissions, pickups and manifests it doesn't handle well. If it's holding you back we'll show you what replacing it would involve before anything changes.
Will it stop overbooking from Viator and other OTAs?
That's the aim. Every channel sells from one live seat count per departure, either directly or through your channel manager, so the last seat only goes once.
Can it plan pickups from hotels and holiday units?
Yes. Passengers choose a pickup point or enter their address when they book. The system sorts them into a route per vehicle with times and sends it to the driver's phone.
What happens when we cancel for weather?
You cancel or move the departure once. Passengers and agents get an SMS and email with rebook or refund options and the seats move with them.
How much does a tour operator system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like an agent portal or pickup lists can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most tour operators we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a tour operator problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.