What operators ask before signing up.

An operations system for tour operators. It brings together in one place the bookings that come in through any channel, each day’s operations sheet, the assignment of guides, drivers, vehicles and gear, and what the staff need to see on their phone to run the departure. It isn’t a booking engine with operations bolted on; it’s the other way around: operations are the center, and bookings are what feed them.

For the established operator: an office, two or three coordinators, an owned or mixed fleet, and between 20 and 100 departures a day in high season. If today you plan the day in a WhatsApp chat, a spreadsheet and someone’s memory, Tour Journey fits you. If you’re an independent guide with two or three departures a day, it’s probably too much for you for now.

It replaces the operations side, not distribution. Many operators keep Bokun for its connection to Viator and other OTAs, and use Tour Journey for everything that happens after the booking comes in: confirm, assign, load, depart. Tour Journey receives those bookings through a direct connection, in seconds, so you don’t have to type them twice.

What Tour Journey does not do yet is sell: there’s no public booking page and no online payments of its own. If you sell through a channel today, that channel stays where it is.

The operations console is in Spanish, and the English version is in beta: we turn it on operator by operator, and today it covers the whole console. The staff view on the phone and the Help Center are still in Spanish.

What the passenger receives goes out in their language, Spanish or English: the confirmation, the change, cancellation and receipt emails, and their booking page. The language is set per booking, per agency or for the whole company. The free text in your templates is written by you, in whichever language you prefer.

It’s Tour Journey’s central view: every departure for a date, grouped by time and product, with each booking and the slots for guide, driver, captain, vehicle and gear. From there you assign, see what’s missing, publish and print. It’s the direct replacement for the spreadsheet someone builds every night today.

Not today. Tour Journey shows you everything you need to decide well and fast: who’s free, who already has a departure at that time, how many hours they’ve logged, which vehicle is in use, and it flags clashes before you publish. The decision is still yours. We’re working on an assignment assistant that proposes the whole day; when it’s in production you’ll see it announced here and in the system.

While you build the day, the changes are yours alone. When you publish, every guide, driver and captain sees their day on their phone: departures, pickups, passengers, notes and the kit they’re assigned. If you change something afterwards, you publish again, and the next time that person opens their day they see the new version.

There are no phone notifications yet: if it’s a last-minute change, let them know through the usual channel anyway. The app does show what time the version they’re looking at was published, so nobody works blind from an old sheet.

Only their day: their departures, at what time, where to pick up whom, how many pax, the booking notes, the departure time from their base and their full week. They don’t see rates, other people’s bookings, or the whole operation.

And they can do three things: mark each pickup as picked up or no-show (with a note), accept their departure’s kit by scanning the QR, and return it when they’re back.

No. Tour Journey runs in the browser, on desktop and on phones, and it can be added to the home screen from the browser so it opens full screen like an app. There’s nothing to approve on the App Store or Play Store, and updates arrive on their own.

The day the staff member already opened stays saved on their phone. If there’s no signal when they reload, the app shows that last saved day with an “offline” notice instead of a blank screen: they still see departures, pickups, passengers and notes.

What they can’t do without signal is report: marking a pickup or accepting a kit needs a connection and has to be redone once it’s back — it isn’t queued. As a backup outside the system, the day’s operation can be printed and bookings exported to Excel or PDF whenever you want. Scheduled automatic delivery of that export is in development and is coming to Growth and Pro.

It tracks people, not vehicles: the phone of the guide or driver who has their day open and gave their consent. If you want to follow a minibus, leave a phone in the minibus — that decision is yours.

What you see in the office is an estimated arrival time column on the Day sheet: you request it for a departure and it tells you roughly where the person is and how long until their next stop. It also flags pickups reported far from where they should have happened. We keep only the last known position, which gets overwritten: there’s no route history, and that’s on purpose — it’s written into the data agreement we sign.

Today it’s a beta feature that we turn on operator by operator. On Starter it’s billed separately: $29 a month includes 5 tracked people and $5 for each additional person. Growth already includes 5 people and Pro 15, with the same $5 per additional person.

Through a direct connection. Setup is copy and paste: Bokun gives you some details, you paste them once into Tour Journey and you’re done — there’s a step-by-step tutorial in the Help Center, and we do it with you during onboarding. From then on, every booking created, changed or cancelled in Bokun arrives here in seconds with its code, status and source. If a booking changes in Bokun, it changes here; if it’s cancelled, it’s marked cancelled and leaves the sheet.

You also have a manual sync by date range —up to 3 months per run, and the system warns you if the range brings more than 1,200 bookings for a single pass— to bring in older bookings or fill a gap, and the import of Bokun’s CSV report as a last resort. Day to day, you use neither.

You connect the inbox where you receive those emails. Tour Journey reads them and proposes a booking draft with client, product, date, time, pax and lead traveler already filled in. You review, correct whatever is needed and create the booking with one click. The original email stays linked to the booking for when you need to check it. Nothing is created without someone having seen it — that’s a design rule, not a setting.

It’s available from the Growth plan, which includes about 400 emails read a month; Pro includes close to 900. If you process more, you buy packs.

Tour Journey never charges a percentage per booking: you pay the subscription, plus a few cents per activity if you go over what’s already included. That applies to everything that comes in, wherever it comes from.

Now, let’s be precise about what exists today: you have the product catalog, rate sheets per client, schedules and availability, booking creation from the office, and the confirmation ticket for the passenger with a public link, PDF and QR. What’s not yet built is the public page where travelers book and pay on their own. It’s on the development plan; when it exists, you’ll see it announced.

Today the direct connection is with Bokun, which in turn distributes to Viator, GetYourGuide and others. For channels that don’t go through Bokun, bookings come in by email (with the assistant) or are created by hand. There’s also no public API or outgoing webhooks to other systems yet.

We’re evaluating additional connections based on what operators ask for; if you use a specific channel, tell us which.

A booking can be under a group’s name instead of a traveler’s, with the agency as the client and its external reference. Each agency has its own rate sheet, so on bookings created in Tour Journey the price you see is the net rate agreed with them, not the public one. On bookings that come from Bokun, the amount and commission Bokun reports are what count.

The sales report breaks down what was sold by channel and gives you the clients and products that move the most.

A product like “Volcano + Waterfall + Bridges” is run as a single booking with several legs, each with its own time, guide, vehicle and item list. On the sheet it shows as a single block with its legs numbered, so the passenger doesn’t get lost between leg one and leg two.

On the day’s timeline: each person and each vehicle on their own row, hour by hour, with what they’re assigned, the gaps between departures and the hours logged. A schedule clash is marked in red and a departure with no driver is counted at the top. You can filter by role (guide, driver, captain, freelance) and see vacations and days off in the same view.

Yes, and it’s one of the parts that sets Tour Journey apart the most. Each product has its item list per passenger and per leg: life jackets, bottles, snacks, towels, gas. Every morning the system works out the day’s total so you load once, and per departure it shows the list for the supplies team to check off as they load, with that departure’s printed ticket.

Each kit carries a QR code: staff scan it to accept it when they leave and to return it when they come back. If it comes back short, the supplies team gets an alert with the details. Combos that go in the same cooler are merged into a single kit.

The printed list is on every plan; hand-out and return with assignment in the app is from Growth up.

Not with RFID yet. Each item has a code field meant for a barcode or RFID, but there’s no reading or integration built on top of it.

What does work today is the kit cycle: it goes out with a QR, comes back with a QR, and the system compares what went out against what came back and flags anything missing. For towels, life jackets or helmets that go out and come back as a group, that solves the count. If your case needs item-by-item tracking, bring it up in the demo.

Each resource is marked as in-house or freelance, and each person has their role. The timeline adds up hours per day and assigned departures are recorded, so at the end of the month you have the basis to pay a freelance guide or review workloads. It isn’t a payroll system; it’s the data source for the one you already use.

A monthly subscription that includes a number of activities a month, plus a few cents for each additional activity. Starter $149 with 500 activities, Growth $299 with 1,500, Pro $599 with 4,000. An additional activity costs $0.20 on Starter; on Growth, $0.20 up to 2,500 and $0.17 after that; on Pro, $0.12. If you go over 10,000 activities a month or run several operations, we’ll put together a plan that fits.

It’s the opposite of booking engines that charge between 1.5 and 6% of every sale: here, when your average ticket goes up, your bill doesn’t go up with it.

The unit is the activity, not the booking or the passenger. A booking with three tours counts as three activities; an activity with 30 pax counts as one. It’s the row that shows up on the Day sheet, the one that takes up assignment, kit and staff view.

They’re counted by the date the booking was created, whether it came from Bokun, by email or by hand. These don’t count: bookings cancelled before the day they were due to run, the container row of a combo (that one doesn’t run), or re-imports of the same activity. The period runs from the day you activated the subscription, not by calendar month, so you don’t lose days in the first month.

• Operations sheet, resource timeline, staff and supplies
• Real-time Bokun import
• Your own bookings, with no commission per booking
• Products, rate sheets per client, clients and locations
• Confirmation, change, cancellation and receipt for the passenger
• Sales report and manual export of bookings to Excel and PDF
• Printing of departure tickets
• Unlimited users with the system roles
• Change history and a log of administrative activity
• Help Center, and storage by plan: 2 GB on Starter, 4 on Growth and 8 on Pro

Growth adds bookings by email with AI (about 400 emails read a month, included), partners with one-click confirmation, kit hand-out and tracking in the app, and email and WhatsApp support within 24 hours. Pro adds staff workload and rotation, your own roles and configurable permissions by department, staff location included for up to 15 people, close to 900 emails read a month, emails from your own domain, and priority same-day support with a quarterly review.

Initial onboarding, a one-time charge: $500 on Starter, $900 on Growth and Pro.

Live location on Starter: $29 a month with 5 tracked people and $5 for each additional person. Growth includes 5 people and Pro 15; beyond that, $5 per person.

And usage above what’s included: storage beyond what your plan includes ($0.60 per GB up to 15 GB, $0.40 from there to 50) and AI credit packs of $25, $60 or $150 —final price, no charges on top— that cover about 800, 2,100 and 5,400 emails. Technical visits, extra training and custom development are quoted.

The first 10 operators to join get the founder price for the first year on any plan: $99 a month on Starter, $199 on Growth and $399 on Pro, with onboarding at 50% off. After the year, the discount ends and you move to your plan’s list price, with no change of plan or setup.

In return we ask what a founder asks: real use and honest feedback.

The monthly plan has no minimum term: it renews on its own and you end it by telling us in writing 30 days in advance. Periods already started aren’t refunded, and you have 30 days from termination to take your information.

The yearly plan is a 12-month commitment, and we say so up front: you pay 10 monthly base-rate payments in advance in a single charge, and in return your access is guaranteed until the end of the paid year. If you leave early, that rate isn’t prorated — except in two cases, which we also say up front: if we remove a substantial feature, or if we change the price and you don’t accept it, the unused part is refunded. Activity overage keeps being billed every month.

If you’re not sure, start monthly and switch to yearly whenever you want.

Prices are in US dollars, excluding taxes. Companies in Costa Rica are charged 13% VAT and issued an electronic invoice; outside Costa Rica, no VAT applies. You can pay in colones at the BCCR selling exchange rate on the day of issue, by bank transfer or SINPE.

No, and on purpose. Almost every operator already has an accounting or administrative system that invoices with Hacienda, and duplicating it creates more problems than it solves. Tour Journey uses its Hacienda engine only to invoice you for your subscription.

What it does give you today for your accountant: a sales report by period broken down by channel, client and product, and an export of bookings to Excel with their amounts, dates and payment status. The report with OTA commission, exchange rate and taxes broken down booking by booking is under construction — today that data doesn’t fully live in the system.

Between two and four weeks, depending on how many products and rate sheets you have. The first week we set up products, rate sheets, resources and staff with you; the second we connect Bokun and email and migrate future bookings; then a week of accompanied operation, with your real sheet, before letting go of the paper one.

Future Bokun bookings come in on their own as soon as it’s connected, and we also run a backward sync by ranges to bring in what was already there.

Whatever you have in spreadsheets or another system, we migrate ourselves as part of onboarding: you send us the file and we convert it. It isn’t a generic self-service importer. History is migrated if you need it for reports; if not, it’s archived as a backup.

No. We recommend running in parallel during the first real week: the usual spreadsheet and Tour Journey side by side. When the team trusts the new one, you drop the old one. Almost nobody goes back after a week.

With a two-minute tutorial on the phone, plus one accompanied departure. What a guide or driver needs to do fits in three gestures: see their day, mark each pickup as picked up or no-show, and accept and return the kit with the QR. The office does the rest.

Your team, according to the role you give them: eight system roles —Admin, Operator, Bookings, Viewer, Finance, HR, Field Staff and Supplies—. On the Pro plan you can also adjust each role’s permissions and create your own roles by department.

Each company signs in through its own subdomain. Underneath, it’s a shared database with logical separation per company: every query is scoped on the server to the company of the authenticated session, never to data sent by the browser, and that scope is repeated in every write. Every table also has row-level security turned on. No Tour Journey client can see another’s data.

The Tour Journey team accesses it only to resolve an incident or a support request, comply with the law or protect the platform, under least privilege and with a contractual duty of confidentiality.

It’s the right question, and we answer it with measures, not promises: logical separation per company in every query and every write, Tour Journey team access under least privilege and limited to support, the law or security, and a confidentiality and data processing agreement signed with every client.

That agreement gives you the right to one audit per year, with 30 days’ notice. And inside the system, your company’s administrator sees the log of administrative actions on your own account. The operator where the system was born is just another client, with the same walls as everyone else.

On cloud infrastructure in the United States, with encryption in transit and at rest and automatic daily backups kept for 7 days. Passwords are managed by a specialized provider and are never accessible to Tour Journey.

Administrator accounts can turn on two-step verification, and the server actually enforces it once it’s on. There’s a limit on sign-in attempts per account and per IP address, and a log of security events with email alerts.

The data is yours; the system is what you rent.

From the system itself you export bookings to Excel and PDF whenever you want, with filters by date and client, and print any day’s operation. To take the rest — clients, products, rate sheets, full history — we prepare the export for you, at no cost and with no conditions. And if the contract ends, you have 30 days to request it.

It’s used to run the booking (confirm, pick up, communicate) and for your reports. It isn’t shared with third parties or used for anything else.

Attached files and emails are purged automatically according to the retention you set (36 months by default). To delete or anonymize the personal data of a past booking — because your policy requires it or a data subject exercises their right — we do it for you on request, at no cost; it isn’t a button inside the system yet.

By email on every plan, during Costa Rica operating hours. From Growth up, WhatsApp is added with a response within 24 hours, which is the channel for anything urgent during the day’s operation; Pro has same-day priority and a quarterly review with us.

You also have the Help Center inside the system, with step-by-step guides.

Many of today’s features came from operators’ requests. Tell us the problem, not the solution: if it’s something that helps more than one operator, it goes on the development plan and reaches everyone. We don’t build custom versions for a single operator — a system with private branches ends up more fragile for whoever asked for it than for anyone else.