Booking System Checklist for Australian Tour Operators (2025)

Use this checklist to make sure the booking system you choose actually fits your business needs , not just what looks good on a website. This checklist is based on 80% of what the majority of operators need. Be sure to add requirements that are specific to your business.

1. Bookings & Availability

• Can customers book online 24/7?
• Does it automatically update your calendar to prevent double bookings?
• Can it handle multiple tour times, guides, or resources at once?
• Can you easily block out dates or set seasonal availability?
• Is there a calendar where I can see my daily, weekly and monthly departures?
• Can I update availability, click into departures and make bookings in the calendar?
• Can I set up requirement questions (e.g. dietary requirements) that displays in the online check out?
• How configurable/customisable is the check-out to my brand?
• Is the check out an iframe or a separate URL?
• Can I put my analytics code on the back end of the online check out?

2. Payments & Pricing

• Does it support deposits, partial payments, and full payments?
• Can you integrate with Australian payment gateways (Stripe, PayPal, Braintree)?
• Does it handle GST and provide proper receipts for customers?
• Can you set up different pricing tiers (adult/child/group)?
• Are booking fees clear and transparent?
• Can you load Distribution and resellers and their associated rates? Nett rates and commissionable rates?

3. Customer Experience

• Is the booking process mobile-friendly?
• Can customers select add-ons, upgrades, or extra services?
• Does it automatically send confirmations, reminders, and receipts?
• Can customers cancel or reschedule online if you allow it?
  

4. Distribution & Channel Management

• Does it integrate with OTAs like Viator, GetYourGuide, or Klook?
• Can it connect to wholesalers, resellers, or affiliate partners?
• Does it update availability across all channels in real time?
• Does it update rates to all channels?
• Does it capture the customer information I need for my business?
  

5. Resource & Staff Management

• Can you assign guides, vehicles, or equipment to tours?
• Does it show which resources are available when?
• Can staff see their schedules and bookings easily?
  

6. Validation & Manifests

• Can the system generate manifests for each tour, showing all guests and details?
• Can guides or staff check-in guests directly via the system or a mobile app?
• Does it allow for ticket or voucher scanning to validate bookings?
• Can you produce reports for compliance, safety, or regulatory requirements?
• Is there an easy way to handle cancellations, no-shows, and last-minute changes in manifests?

7. Marketing & Upselling

• Can you run promotions, discounts, or seasonal pricing?
• Can you upsell tours, add-ons, or merchandise at booking?
• Does it integrate with email marketing, SMS, or CRM systems?
  

8. Reporting & Insights

• Can you see daily, weekly, and monthly sales reports?
• Does it track booking sources (direct, OTA, reseller)?
• Can you export data to accounting software?
• Does it help you forecast demand or occupancy?
• Does it have dashboards for me to easily view my data?
• Can I automate select reports to send at specific times (e.g. Monthly sales reports)
  

9. Support & Reliability

• Is support available in your time zone / local hours?
• Is there a knowledge base that I can access online?
• Does the company provide training or setup assistance?
• How reliable is the system (uptime guarantees, backups)?
• Are updates automatic and well-communicated?

10. Security & Compliance

• Is the platform PCI-DSS compliant for processing credit card payments?
• Does it use SSL encryption for all online transactions?
• Are customer data and payment information securely stored?
• Does it have multi-factor authentication or strong password protocols for staff logins?
• Is there a clear privacy policy in line with Australian Privacy Principles (APPs)?

11. Scalability & Flexibility

• Can the system grow as your business grows?
• Can you add more tours, resources, or staff without switching systems?
• Can it handle multiple locations or brands if needed?

Pro Tip:

Before committing, ask for a free trial or demo and try entering real bookings, resources, and payments. Check if the system meets your operational needs and your security requirements — a platform that looks good but isn’t PCI-compliant can put your business and your customers at risk.

 Want to download a copy of this? Click here to download.