Fill your group tours faster with instant tour info, automated registrations, real-time trip updates, and seamless coordination—all through WhatsApp.
Coordinating groups while filling seats and managing logistics
Tours need minimum participants to be viable. Last-minute dropouts mean scrambling or cancelling at a loss.
Tracking deposits, balance payments across 30+ participants manually leads to errors and awkward follow-ups.
Collecting ID proofs, medical certificates, and consent forms from each participant is tedious. Someone always forgets.
Important updates get lost in noisy WhatsApp groups. Not everyone sees the pickup time or meeting point.
When plans change mid-trip (weather, road blocks, delays), reaching everyone quickly is challenging.
Past tour participants forget about you until they see competitor ads. No systematic way to stay connected.
Automate tour bookings, coordination, and participant management
When prospects message, instantly share upcoming tours with dates, itinerary highlights, pricing, and seat availability.
WHEN message contains "tour" OR "trip" OR "package" THEN send Tour Catalog Template → Include tour dates and pricing → Show available seats → Add difficulty level for treks → Include trip highlights
This instant catalog response converts curious browsers into registered participants by showing exactly what's available when they're most interested.
Guide interested travelers through a complete registration process: collecting details, preferences, emergency contacts, and initial payment.
JOURNEY: Tour Registration
START when contact requests specific tour
STEP 1: Collect participant details
→ Full name, age, city
→ Prior experience level
STEP 2: Group size confirmation
→ Number of people
→ Names of co-travelers
STEP 3: Medical & emergency info
→ Health conditions
→ Emergency contact details
STEP 4: Send payment link
→ Deposit amount
→ Payment deadline
This structured flow ensures you collect all necessary information before taking payment, reducing back-and-forth and incomplete registrations.
Send deposit requests, track payments, and follow up on balance dues automatically with personalized reminders.
SEQUENCE: Payment Collection
Day 1: Deposit request with payment link
Day 3: Deposit reminder if unpaid
Day 5: Final deposit warning
IF deposit paid:
Day 14: Balance reminder (15 days before)
Day 7: Balance reminder (7 days before)
Day 5: Final balance warning
STOP sequence when fully paid
ADD to "Confirmed Participants" list
Automated payment reminders eliminate awkward follow-up calls and ensure no participant's payment slips through the cracks.
Remind participants to submit required documents (ID, medical fitness, consent forms) with deadline tracking.
SEQUENCE: Document Collection
Day 21: First document request
→ List all required documents
→ Attach templates/forms
Day 14: Reminder with status
→ Show completed vs pending
Day 10: Urgent reminder
→ Highlight missing documents
Day 7: Final warning
→ "Submit by tomorrow or lose seat"
STOP when all documents received
UPDATE contact with "Docs Complete" tag
Systematic document collection with status tracking ensures no participant shows up on departure day with missing paperwork.
7 days before departure, start sending packing lists, fitness tips, weather updates, and day-wise schedules.
SEQUENCE: Pre-Trip Preparation
Day 7: Packing list
→ Essential gear checklist
→ What we provide vs bring
Day 5: Fitness tips
→ Last-week preparation
→ Hydration advice
Day 3: Weather update
→ Expected conditions
→ Gear adjustments if needed
Day 2: Final checklist
→ Day-wise itinerary
→ Emergency contacts
Day 1: Departure reminder
→ Pickup time and location
→ What to carry for Day 1
Well-prepared participants have better experiences and fewer complaints. These daily tips build excitement while ensuring readiness.
Send individual confirmations with pickup details, trek leader contact, and vehicle information.
RULE: Tour Confirmation
WHEN tour status = "Confirmed"
AND departure is in 2 days
SEND confirmation message:
→ Final headcount
→ Exact pickup location and time
→ Vehicle details
→ Trek leader contact
→ Group WhatsApp join link
Individual confirmations ensure every participant has all departure details saved in their WhatsApp - no searching through emails or group chats.
During the tour, send important updates about schedule changes, weather alerts, or emergency information to all participants instantly.
CAMPAIGN: Trip Update Broadcast
SELECT all contacts
WHERE tour = "Kedarkantha Dec 26"
AND status = "On Trip"
SEND schedule update
TRACK responses:
→ Mark who acknowledged
→ Follow up with non-responders
→ Alert trek leader of no-responses
Individual messages to each participant ensure everyone sees critical updates - unlike noisy group chats where messages get buried.
After tour completion, collect feedback, share group photos/videos, and request reviews with referral incentives.
SEQUENCE: Post-Tour Engagement
Day 0: Thank you + photo sharing
→ Google Drive link
→ Basic feedback request
Day 3: Review request
→ Google/TripAdvisor links
→ Mention referral program
Day 7: Referral reminder
→ Personalized referral code
→ Explain benefits
Day 30: Photo reminder
→ "Drive link expires tomorrow"
→ Download your memories
Strike while the iron is hot! Participants are most likely to leave reviews and refer friends immediately after an amazing experience.
Send targeted campaigns for new tours based on past participants' interests, preferences, and travel history.
CAMPAIGN: Seasonal Tours Announcement
SELECT contacts WHERE:
→ Past participant = true
→ Difficulty preference = moderate/challenging
→ Last tour was winter trek
PERSONALIZE:
→ Recommend similar difficulty
→ Calculate alumni discount
→ Show early bird pricing
TRACK:
→ Interest responses
→ Convert to registrations
Targeted campaigns to past participants have 10x higher conversion than cold outreach. Your alumni list is your most valuable asset!
When tours fill up, add interested travelers to waitlist and automatically notify them when seats open up.
JOURNEY: Waitlist Management
WHEN tour is full AND contact requests
→ Add to waitlist with position
→ Send waitlist confirmation
WHEN cancellation occurs:
→ Notify #1 on waitlist
→ Give 24-hour window
IF no response in 24 hours:
→ Move to #2 on waitlist
→ Repeat notification
IF confirmed:
→ Start registration journey
→ Remove from waitlist
Automated waitlist management fills cancelled seats within hours instead of days, maximizing revenue per tour.
Track every participant from inquiry to tour completion
CRM Lite add-on: +$10/mo on Pro plan, included in Business
Fill tours faster and coordinate groups seamlessly
| Capability | Starter $29/mo |
Pro $99/mo |
Business $470/mo |
|---|---|---|---|
| Tour catalog sharing | 5 tours | 20 tours | Unlimited |
| Registration flows | Basic | Multi-step | Custom fields |
| Payment collection | Manual tracking | Auto reminders | Multi-milestone |
| Document collection | Basic | With tracking | Deadline alerts |
| Pre-trip sequences | - | 7-day sequence | Custom per tour |
| Real-time updates | Basic | Individual | Segmented |
| Post-tour automation | - | Feedback + photos | Full sequence |
| Waitlist management | - | Basic | Auto-notification |
| Participants per tour | Up to 20 | Up to 50 | Up to 100 |
| Team members | 2 | 5 | 15 |
Prices in USD. View pricing in your local currency →
Tour operators running multiple group tours need the Pro plan. Multi-step registration flows, automated payment reminders, document collection with tracking, 7-day pre-trip sequences, and post-tour feedback automation streamline operations. Manage up to 50 participants per tour with waitlist management for sold-out departures.
Join tour operators across India who manage group trips seamlessly with automated communication.