Hospitality & Tourism
Tour and Travel Management System
Plans and runs tours, excursions and safari itineraries – from quotation and booking to guide, vehicle and boat allocation, supplier costs and per-trip profitability.
- Web-based
- Android
- iOS
Overview
Tour and Travel Management System
Tour operators juggle many moving parts for every trip: quotations, hotel and park bookings, vehicles, boats, guides, pick-up times and supplier payments. A Tour and Travel Management System brings these together so a sales enquiry becomes a costed itinerary, a confirmed booking and a clear daily operations plan without information being re-entered at each step.
Extrion Tech builds tour and travel systems in-house for tour operators, excursion companies and destination management companies in Zanzibar and Tanzania. Products such as spice farm tours, Stone Town walks, sandbank and snorkelling trips, dolphin excursions and mainland safari extensions are set up with seasonal costs and selling prices. Multi-day itineraries combine accommodation, transfers, activities and flights into one quotation with your chosen margin.
Operations staff see each day’s pick-ups, guides, drivers and boats on one schedule, and partner hotels or agents can book through a portal where the scope includes it. Supplier costs are tracked against each booking, so management sees real profit per trip and per agent. Online payments and messaging integrations are added where the provider offers an API.
Business problems it addresses
- Quotations take hours to build by hand and prices differ between sales staff.
- Pick-ups are missed or doubled because hotel lists, guides and drivers are coordinated by phone.
- Supplier costs for hotels, parks, boats and vehicles are not linked to each booking.
- Management cannot see which tours, agents or seasons are actually profitable.
- Commissions owed to hotel desks and agents are calculated manually and disputed.
Interface
Five screens of the system
Illustrative mockups with sample data — not screenshots of a client’s system.
Workflow
From enquiry to completed trip
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1
Enquiry
A request arrives from a guest, agent or partner hotel and is logged with dates and party size.
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2
Quotation
Products and accommodation are combined into a costed itinerary with margin and sent as a PDF.
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3
Booking and deposit
The client accepts, a deposit is recorded and supplier reservations are requested.
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4
Supplier confirmation
Hotels, parks, boats and vehicles confirm and their costs are linked to the booking.
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5
Operations planning
Guides, drivers and boats are assigned and pick-up lists are produced per day.
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6
Trip delivery
Guides check guests in on the app and report no-shows or incidents.
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7
Settlement
Suppliers are paid, agent commissions calculated and trip profit reported.
Functions covered
Modules and what they do
01 Sales
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Enquiries and quotations
Tracks enquiries and builds priced quotations from the product catalogue.
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Itinerary builder
Assembles day-by-day itineraries with accommodation, transfers and activities.
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Agent and hotel portal
Optional / subject to scope
Lets partners check availability and book excursions for their guests.
02 Products and suppliers
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Product catalogue
Holds tours, excursions and packages with seasonal costs and selling prices.
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Supplier contracts
Stores hotel, transport, boat and park rates and their validity periods.
03 Operations
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Daily operations schedule
Shows each day’s trips with pick-up times, guests and resources.
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Resource allocation
Assigns guides, drivers, vehicles and boats and prevents double allocation.
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Guide and driver app
Optional / subject to scope
Gives staff their manifests, pick-up points and guest check-in on a phone.
04 Finance
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Invoicing and receipts
Issues client invoices in TZS or foreign currency and records payments.
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Supplier payables
Tracks amounts owed to suppliers per booking and their payment status.
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Commissions and profitability
Calculates agent commissions and margin per trip, product and season.
Technology stack
Technology selected for this solution
These are the technologies planned for this type of system. The final stack depends on scale, performance, licensing, infrastructure, integrations and your requirements.
Frontend
Backend
Database
Mobile
Infrastructure
Integrations
Security & data integrity
Protecting your data and its accuracy
Partners see only their own bookings and commissions, and guides see only the guests on their manifest. Passport details required for park or ferry permits are restricted and retained according to rules agreed with the client.
Standard protections
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Role-based access control
Each user sees only what their role allows.
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Authentication and authorisation
Every request is checked for a signed-in, permitted user.
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Fine-grained permissions
Permissions per module and action, such as view, edit or approve.
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Secure password storage
Passwords are stored using strong one-way hashing, never in plain text.
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Encryption in transit
HTTPS/TLS protects data between users and the server.
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Server-side input validation
All input is validated on the server before it is saved.
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Protection against common web vulnerabilities
Defences against injection, cross-site scripting and request forgery.
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Database constraints and transactions
Constraints and transactions keep related records consistent.
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Audit logs
Important actions are recorded with who, what and when.
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User activity history
A history of each user’s activity for supervisors and administrators.
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Backup and restoration
Scheduled backups with tested restoration procedures.
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Session management
Session time-outs and the ability to sign out other devices.
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Secure API access
Authenticated, rate-limited access for integrations.
Optional advanced protections
- Multi-factor authentication A second sign-in step for selected or all users.
- Offline mode with controlled synchronisation Work offline and synchronise safely when the connection returns.
- Data export controls Exports limited to authorised roles and recorded.
Data integrity
Each booking line carries both its selling price and linked supplier cost, so margin is calculated from recorded figures rather than estimates. Resource schedules reject overlapping assignments of the same guide, vehicle or boat, and invoices and supplier payments reconcile against each booking.
Security controls are configured for each project. We do not claim certification, compliance or immunity from attack unless independently verified for your deployment.
Customisation & integration
Tailored to how you work
We tailor modules, reports, permissions, workflows, branding and integrations to your organisation. Tell us which features you need when you request a quote.
- Product catalogue, seasons and pricing rules
- Quotation and itinerary PDF design with branding
- Commission structures for agents and hotel desks
- Multi-currency invoicing and exchange rates
- Partner portal access and booking rules
Deployment & support
From go-live to continuous improvement
Onboarding, data migration, training, maintenance, technical support and future enhancements are services we scope into your project.
Bringing records from spreadsheets or older systems, checked and reconciled.
Role-based training for users, supervisors and administrators.
Technical support and maintenance under an agreed support plan.
New modules, reports and integrations as your organisation grows.
Pricing
Pricing tailored to your requirements
Every organisation has different workflows, users, infrastructure, and integration needs. Request a quotation for a solution designed around your requirements.
- Number of users, branches and modules
- Customisation and integrations
- Hosting: cloud, your server or hybrid
- Data migration and training
- Support and maintenance plan
Hospitality & Tourism
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