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A day with trips and tours
Written for the person running the departures: who is going today, on which boat, and who still owes money.
Trips need more setting up than the other two. Nothing is sellable until three things exist, and they depend on each other in order.
Before anything: three things, in this order
All three live under Settings and are owner-only.
1. Where you go. Settings → Fleet & Destinations → Destinations. An island, a dive site, a border crossing. Everything else refers back to a destination, so this is genuinely first.
2. What you go in. Same page, Fleet. Your boat, van or bus, and how many people fit in it. The seat count is what lets the system tell you a departure is full and split guests across two boats when it is.
3. What you sell and for how much. Settings → Trips & pricing → Products & pricing. A trip, with a price per kind of traveller. Two prices per kind: what you keep and what the guest pays. The gap is the commission a booking site takes. Selling direct only? Put the same number in both.
The fastest route on the third one is the From a destination option, which picks up the destination you already created.
Also on that page, worth setting once: the days you actually run, the passenger types you price for, and the guest booking form.
The Trips page is your day
Trips in the menu. Pick a date and you get the manifest for it: everyone booked, which boat or van they are on, and whether they have paid.
What you do here:
Split people across boats. Press Autosplit and the system fills boats by the seat counts you set. To move one person, use the dropdown next to them in the Boat plan panel.
Mark people paid. On a computer the toggle opens a small "Mark paid as…" menu: Cash — at office, Cash — to driver, PromptPay — at office, Bank transfer — at office. On a phone there is no menu: the toggle just marks them paid, and the method is not recorded. If you care which it was, do it at a computer.
Print the manifest.
Share with driver. Select the rows first, then the button appears. It produces a link the driver opens on their own phone with no login, valid for 48 hours.
Treat that link carefully: it does not only show the manifest, it lets whoever holds it mark passengers as paid. Send it to your driver, not to a group chat.
Taking a booking
Bookings → New Booking, and if you run more than one vertical pick the Trip tab.
You need a customer (name and phone are enough, create them inline), the trip, the date and the passenger breakdown.
Confirming a trip booking creates one task, Prepare trip to (destination) for (customer), with a short checklist: passenger count, pickup point and time, and which boat they are on. It is created unassigned, so give it to somebody.
If that is not the routine you want, change it: Settings → Task checklists lets you say which checklists are created automatically when a trip booking is confirmed. Configure one and it replaces the built-in task rather than adding to it.
The day itself still runs from the Trips page, not the Tasks screen.
The guest details form
This is the piece that saves the most chasing, so it is worth setting up properly before your first busy week.
What it is
A booking tells you who is coming and when. It does not tell you passport numbers, dietary requirements or dive certifications, and chasing four passengers for those over chat is most of the admin in this business.
So each booking can produce a link the guest opens themselves. They fill it in on their own phone, and the answers land back on the booking.
Getting the link
Open the booking. In the right-hand column there is a card headed Guest details form with a button, Get guest-details link. Press it once and you get a URL, a copy button, and an open-in-new-tab button.
Send that URL however you already talk to the customer. When they have submitted it, the card shows a green Submitted badge, so you can tell at a glance whether you are still waiting.
The link is the credential. There is no login on it: anyone holding it can open and edit that booking's guest details. Send it to your customer, not to a group chat.
You can also just open it yourself and fill it in for them, which is usually faster when someone is standing in front of you reading their passport out.
Choosing what it asks
Settings → Trips & pricing → Guest booking form. Three things to decide:
- Dietary options. One per line. There is a built-in list, but yours will differ, and this is the field guests actually notice. Write your real menu constraints here.
- Dive certification options. Only relevant if you run diving.
- Collect passport details. A switch. Turn it on for anything that crosses a border, off for a day trip where you do not need it. Asking for a passport number you have no use for is the fastest way to lose a booking form submission halfway through.
What it does not do
It collects details, it does not take payment. The terms text on the form mentions a deposit, but the form itself shows the amount read-only and has no payment widget. Money is a separate step: see Getting paid.
Selling through Viator and Bokun
Both are under Settings → Integrations, as extra tabs that only appear for this vertical.
Viator is a paid add-on (฿1,490/month). Bookings that come in through it arrive already confirmed.
Set your net and retail prices properly before you connect anything: the difference between them is what the channel takes, and a wrong number there is a wrong number on every seat you sell.
Money
Cash goes through the paid toggle on the Trips page. Card links, crypto, PromptPay and what the software does and does not reconcile are all in Getting paid.
Two trip-specific notes:
- Deposits on this vertical are computed for you: half the total, capped at ฿50,000. That is not configurable.
- After payment, a border-run booking produces a PDF ticket. That is the only document the platform generates, and it currently carries a fixed heading rather than your shop name.
What you will not find
- No Vehicles, Maintenance or Expenses menu. Those belong to the vehicle rental vertical. Your boats live in Settings → Fleet & Destinations.
- Nothing about vehicles. The Dashboard tiles and the Reports breakdown follow the vertical you run. Your revenue breakdown is by destination, not by boat, because what you sell is "Ko Tao", not "boat number three".
- Departure points are optional. They are a preference for which boat usually goes where, not a requirement, and the dispatcher will release a bound boat into the general pool if its destination has no demand that day.