Developing tour operator software: 30% boost in sales and enhanced workflow efficiency

Innowise developed a web application aimed at simplifying administrative tasks and a mobile application dedicated to enhancing tour guides’ efficiency.

Customer

Industry

Travel

Region

Spain

Client since

2023

Our client is a tour operator offering a diverse range of tours from small-group experiences to private tours led by local guides. Their tour options range from city sightseeing to exploring hidden gems.

Detailed information about the client cannot be disclosed under the terms of NDA.

Challenge

Overcoming tour management hurdles by shifting from Excel chaos to efficient tour operator booking software

Our client was struggling with tour management due to their reliance on Excel files for tracking bookings coming from their website and various online travel agencies (OTAs). This system was not only cumbersome but also prone to errors, leading to operational inefficiencies and a great deal of manual labor. The main issue was the lack of a software system to manage all upcoming bookings, which resulted in time wastage and frequent errors. The client sought a centralized system to manage availability and bookings across channels, and prevent errors like overbookings.

Solution

Enhancing tourist experiences with tailored web and mobile application solutions

Based on our expertise in developing technological solutions tailored to the needs of the travel industry, we proposed to develop a comprehensive solution comprising a web application for administrative purposes and a mobile application to support tour guides.

Web application development

We set out to build a web application that would pull together the entire booking and management process. Our aim was to create an all-in-one solution — a user-friendly tour operator software that would bring together the booking information from various online travel agencies. This way we help our client cut down on administrative chaos that had previously been a major headache for them.

Dashboard

At the very core of the web application lies the dashboard, crafted to act as the center for all tour management activities. Far from being a mere repository of static information, this dashboard is a dynamic powerhouse that consolidates all vital tour details. From pinpointing meeting locations, highlighting bus meeting spots, scheduling precise start times, to keeping track of tourists in each group.Within the dashboard, admins can select transport companies, assign guides, and delve into detailed profiles of each tourist, ensuring every aspect of the tour is tailored to perfection. This dashboard allows our client to track bookings across every channel, simplifying the process of managing tours.More so, users are also equipped to manage pricing options and tour kick-off times with only a few clicks. The system is designed to sync ticket availability across all sales channels, so that the tour operator never faces overbooking. This synchronization is not just about avoiding logistical nightmares and disappointed customers, it’s about maximizing efficiency and providing a smooth tour process.

Management

The management section of the app displays an exhaustive list of guides, each accompanied by a detailed breakdown of their rates and pay structures, distinguishing between those who receive hourly compensation and those on fixed rates. This granularity ensures that the tour operator has all the necessary information at hand, allowing for informed decision-making when budgeting and financial planning for tours. More so, it also offers real-time insight into each guide’s availability.The management tab is equipped with advanced filtering options, enabling operators to sort guides based on various criteria such as language proficiency, specialty areas, and customer ratings. This facilitates the process of matching guides to tours that align with their skills and interests, thus enhancing the quality of the tour and delivering to guests the most informative and engaging experience possible.

Calendar

The calendar feature acts as the backbone of the scheduling process, allowing the administrative team to keep track of all scheduled tours at a glance. We incorporated filters for tour types, names, guides, and transport companies, making sure no detail is too small to be overlooked. Calendar allows for quick adjustments and ensures that every tour is right at the fingertips.

Report

This section isn’t just a retrospective look at past performance, it’s a forward-looking compass that guides strategic planning and decision-making processes. It empowers our client to anticipate, plan, and act with precision. The capabilities of the report feature extend into various dimensions:

Popularity insights: by analyzing booking frequencies and customer feedback, the report feature identifies which tours are most popular with travelers. This insight allows our client to fine-tune their offerings, focusing on what truly resonates with their audience;
Seasonal dynamics: understanding seasonal dynamics allows our client to optimize their tour schedules, ensuring that they capitalize on peak interest periods while also exploring opportunities to enhance off-season appeal. This nuanced understanding of seasonal trends enables effective resource allocation and maximizes profitability;
Geographic analytics: by tracking where customers come from, the report feature provides a detailed insight into market penetration and geographic preferences. This information is invaluable for targeted marketing campaigns, allowing our client to tailor their outreach efforts to specific demographics or regions;
Operational efficiency: beyond market insights, this feature dives into the operational aspects of tour management, evaluating guide performance, customer satisfaction, and the efficiency of additional options like transportation and dining experiences;
Financial overview: the report section also provides a detailed financial overview, analyzing revenue streams, cost breakdowns, and profitability metrics. This financial lens helps in identifying cost-saving opportunities and areas for revenue enhancement, ensuring the financial health and sustainability of the business.

Documents

The documents section contains crucial tour-related materials. As a result, every necessary document, ranging from museum tickets to restaurant bills and everything in between, is securely stored, efficiently organized, and readily accessible at a moment’s notice. One of the key advantages of this feature is its ability to streamline document retrieval. With advanced search capabilities, users can quickly locate the exact document they need without sifting through piles of paper or endless digital folders.

Mobile app development

Our developers built a cross-platform mobile application available for Android and iOS. This application empowers guides with information and functionalities that enrich the tour experience for all participants.

Comprehensive information at fingertips

The cornerstone of our mobile app development was to ensure that tour guides had immediate access to all necessary tour information. This extends beyond the basic details of meeting points and encompasses a deep dive into the roster of tourists, including their names, contact information, any specific food preferences or dietary restrictions, and more. This level of detail is crucial to personalizing the tour experience and making it more inclusive.

Timely updates

Understanding the dynamic nature of tours, our mobile app allows guides to receive immediate notifications about changes in tour schedules, updates on tourist arrivals, or any last-minute adjustments that need to be communicated swiftly. This ensures that everyone involved is kept in the loop, minimizing confusion and enhancing the overall efficiency of the tour operation.

Interactive engagement features

To further engage tourists and enrich their experience, the app incorporates interactive features such as multimedia tour content, including historical facts, stories, and trivia that guides can share at specific points of interest. This equips the guides with additional resources to capture their audience and also transforms the tour into an educational and entertaining journey, leaving a lasting impression on participants.

Technologies

Front-end

Vue, Vuex, Vue-router, GraphQL, Apollo, Bootstrap

Back-end

PHP, Laravel, Eloquent, GraphQL

Mobile

Dart/Flutter, Bloc, Firebase (Distribution, Push), Dio, GraphQL, Navigator 2.0, GetIt

VSC

Git, BitBucket

Browserstack, Devtools, Android studio, Charles

Cloud

AWS S3, SES, RDS (MySQL), EC2

DevOps

Docker, Docker Compose, DDEV

Process

Discovery and planning

We initiated our project with an in-depth discovery phase, analyzing the client's needs, the limitations of their current system, and their objectives. This phase involved detailed consultations, user and market research, leading to a well-defined plan that outlined the project's scope, priorities, and roadmap.

Web app development

Next, we developed the web application, focusing on a user-friendly interface and seamless OTA data integration. Adhering to Scrum methodology allowed us to iteratively refine the application, incorporating feedback to enhance its functionality and user experience.

Mobile app development

Simultaneously, we developed a mobile app specifically designed for tour guides. This app provides essential tools and information for conducting tours, featuring an intuitive design and functionalities tailored to users on the move.

Testing

Then we embarked on a rigorous testing phase, ensuring the reliability, usability, and performance of both applications. Through comprehensive testing strategies, we addressed all detected issues, making sure that the final products were of the highest quality and ready for deployment.

Team

Project Manager

Business Analyst

Delivery Manager

QA Engineer

UI/UX Designer

DevOps Engineer

Front-End Engineers

Back-End Engineer

Mobile Engineer

Results

30% boost in revenue and enhanced guide workflow efficiency

The deployment of our custom solutions has markedly improved the way our client manages tours, yielding significant improvements across various facets of their operations.

Unprecedented management efficiency

The web application allows the consolidation of data from various channels into one platform. This centralization facilitates a smoother workflow, enabling the client’s team to manage bookings more efficiently than ever before. The reduction in manual work has freed up time, allowing staff to focus on other critical operations, such as customer service and tour development.

Leveraging insightful analytics for strategic growth

The reporting mechanism helps the client allocate resources more effectively and tailor their marketing strategies to meet market demands. The ability to track and analyze such detailed data has empowered our client to identify opportunities for growth and areas requiring optimization.

Elevating the tour experience

The mobile app we have developed provides guides with instant access to detailed tour information, participant lists, and logistical details. This preparation directly translates into higher quality tours, with guides able to offer a more personalized and engaging experience to tourists. The app has also streamlined communication between guides and the back office, ensuring that any issues can be resolved promptly, further contributing to a seamless tour experience for all involved.

Project duration

March 2023 - September 2023

30%

increase in tour sales

optimized guides workflow

Related cases

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Developing tour operator software: 30% boost in sales and enhanced workflow efficiency

Customer

Challenge

Overcoming tour management hurdles by shifting from Excel chaos to efficient tour operator booking software

Solution