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.
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