Built for complex group travel Agencies & advisors Tour operators Suppliers

The operating system
for group travel

Groups Department connects agencies, advisors, tour operators, suppliers and travellers on a single platform: from first enquiry through to final documents and on-tour support.

Lead → Group → Quote → Booking → Payments → Supplier settlements → Traveller docs → Trip Hub PWA & feedback.

Join the founding users See the full flow

Priority access for early agencies, tour operators and supplier partners.

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Founding cohort

Tell us who you are and how you handle groups today. We’ll follow up with a short discovery call.

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Used as a shared stack for:
Travel agencies and consortia Tour operators and wholesalers Schools and educational groups Sports and special interest groups Suppliers and DMCs

One platform. Four audiences.

Groups Department is not “just a back-office tool”. It’s a shared operating layer for everyone around a group:

  • Agencies and advisors who sell into departures
  • Tour operators who design, price and operate them
  • Suppliers who hold the inventory and contracts
  • Travellers who need clear docs and an easy hub

Each persona gets their own dashboard, but they all sit on the same underlying data and economics.

For agencies & advisors
Sell more groups, without drowning in spreadsheets
  • Pipeline from campaign / enquiry through to confirmed group
  • Quote builder with margins, nett vs sell and commission baked in
  • Clear RRP for reselling other operators’ programs
  • Checklist that guides every step from lead to departure
For tour operators
Run your own groups and power other sellers
  • Design and clone departures with seats, holds and cut-off dates
  • Set your operator nett vs supplier nett and protect your margin
  • Invite agencies/advisors as resellers with pre-agreed commission bands
  • Booking and P&L views per departure and per reseller
For suppliers
Become the preferred partner on every group
  • Supplier profiles with contracted nett rates and blackouts
  • Option to respond to quote requests via portal or email
  • Clean rooming lists, manifests and final docs—on time
  • Clear view of confirmed passengers and settlement amounts
For travellers & group leaders
All their trip details, in one Trip Hub PWA
  • Secure link to a mobile-friendly Trip Hub (no login required)
  • Final docs, day-by-day outline, joining instructions and contacts
  • Optional profile import from travellerprofile.com and partners
  • On-tour feedback and emergency flag straight back to the advisor

From enquiry to on-tour support, in one spine

Groups Department mirrors how real group business actually flows—so nothing falls between sales, ops, finance or suppliers.

Step 0–2: Lead & group creation
Capture interest and create the group “container”

Leads come in via campaigns or direct requests. Advisors qualify them, then convert into a Group with dates, destinations, target pax and owner. A checklist is created automatically so everyone knows what’s next.

Step 3–7: Quotes & approvals
Build, price and approve the program

Operators assemble the itinerary, pull in contracted rates from suppliers, set their own operator nett and commission bands for resellers. Advisors see a clean RRP. Quotes go out to group leaders via branded e-proposals and approval links.

Step 8–14: Bookings, passengers & payments
Convert to bookings and secure the money

Accepted quotes convert to bookings with item-level economics. Travellers are added (or imported), deposits and balances are recorded, and payment schedules are tracked alongside supplier terms, nett and settlement rules.

Step 15–20: Suppliers, manifests & docs
Line everything up with suppliers and travellers

Suppliers receive clean rooming lists, manifests and final numbers. Your team builds final documentation from stored data and curated content—not from scratch each time—and publishes it via the group’s Trip Hub.

Step 21–22: On-tour & close-out
Support on-tour and reconcile the final numbers

Travellers and leaders use the Trip Hub PWA for docs, updates and urgent feedback. After travel, finance finalises supplier invoices and reseller commissions off the same data the team used all along—no retyping.

What this looks like for your team
  • Every group has a single record shared across sales, ops, finance and management.
  • A checklist shows exactly where each group is up to, and who owns the next action.
  • Economics (supplier nett → operator nett → reseller commission) are visible and repeatable.
  • Supplier and traveller-facing portals plug into the same underlying bookings—not copy/paste.
Highlights
Operator–reseller relationships and commission bands can be set per group from day one.
Supplier invoices, nett rates and settlements are tied to actual bookings—not spreadsheets.
Traveller docs live in a Trip Hub that feels like an app but is delivered via the browser (PWA).
Explore the platform modules

The Groups Department platform

All the moving parts of groups—stitched together on one multi-tenant stack.

Groups CRM & pipeline

Track every enquiry, group and departure with owners, next actions and conversion reporting.

  • Lead → Group conversion with one click
  • Per-group checklist with progress %
  • Agency and advisor dashboards
Quotes, pricing & economics

Build quotes that respect supplier nett, operator nett and reseller commission from the start.

  • Item-level margins and tax
  • Group seller terms with pax bands
  • Branded e-proposals and approval links
Bookings, payments & commissions

Convert quotes to bookings, track client payments and calculate reseller commissions automatically.

  • Client deposits and balance schedules
  • Reseller settlement runs by period
  • Group P&L and profitability views
Supplier & operator collaboration

Keep operators and suppliers on the same page with allocations, holds and final numbers.

  • Supplier profiles and nett agreements
  • Holds, releases and cut-off reminders
  • Supplier invoices linked to actual bookings
Travellers, manifests & rooming

Collect the right data, once—then reuse it for manifests, rooming and supplier reports.

  • Traveller profiles with imports from partners
  • Rooming lists and seat allocations
  • Export-ready manifests for airlines and DMCs
Docs & Trip Hub PWA

Build group and traveller documentation once and deliver it via a secure Trip Hub they can “install” on their phone.

  • Document templates per group type
  • Trip Hub with share tokens and expiry
  • Traveller feedback & emergency signals

Be part of the founding release

We’re onboarding a small number of groups-focused agencies, tour operators and supplier partners to help shape the production release of Groups Department.

  • Access to the core platform as modules go live
  • Hands-on help mapping your current groups workflow
  • Priority say in integrations, reports and partner features

Tell us where you’re starting from and we’ll map how Groups Department can sit alongside—or replace—your current tools.

We’ll reply with a short availability questionnaire.

FAQs

Both. The core is a multi-tenant platform that your team can run themselves. For some markets, we can also act as your “outsourced groups department” and operate using the same tooling and playbooks.

You do. Each tenant (agency, operator, supplier) has its own secure data slice. Groups Department simply provides the shared rails so that operators, resellers, suppliers and travellers can work from the same live information—without losing control of their own relationships.

Yes. You can run Groups Department purely as an operator stack, purely as an agency/advisor CRM and ops tool, or as a shared operator–reseller environment. The economics engine (nett, override, commission bands) is optional but ready when you are.

Suppliers can be as light or as involved as you like. At a minimum, you store their contracts, nett rates and contacts in the platform and send them clean rooming lists and manifests. If they opt in, they can also use a supplier dashboard or API to respond to quotes and keep rates current.

No. Travellers receive a secure Trip Hub link per group (and optionally per traveller). It behaves like an app on their phone (PWA), but runs in the browser—so there’s nothing to install from an app store, and you can update docs instantly.