Group Tour Management Software for Fixed Departures
Group Tour Management Software, Built for Fixed Departures
Know if a batch is viable the moment seats start coming in — not after the deposit deadline. Track seats, itineraries, and payments for every group departure in one place.
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Running group departures on tools that were never built for batches ?
If you sell fixed-departure trips — treks, pilgrimages, school groups, corporate offsites — you're not just managing an itinerary, you're managing a batch: a fixed number of seats, a minimum you need to hit, and a payment status for every single participant against it. Most travel software wasn't built around that.
You don't know if a batch will run until it's too late. Seats trickle in over weeks and nobody's watching the number against your minimum until the week of departure.
The same itinerary gets rebuilt every season. Last year's Kashmir batch lives in a Word file somewhere; this year's starts from a blank page again.
Payment status lives in three places at once. Advance received, balance pending — the real answer is buried in a WhatsApp thread or a spreadsheet only one person understands.
You don't know if a batch made money until long after it's over. Hotel costs, vehicle costs, and per-seat revenue don't come together into one number until someone sits down and adds it all up by hand.
Built around the batch, not just the booking
Seat & viability tracking, live. Set your total seats and minimum seats when you create the batch. A live progress bar shows exactly where you stand, and the trip status updates on its own — "Trip Confirmed" the moment you clear the minimum, "Fully Booked" the moment you hit capacity.
A day-wise itinerary you build once, reuse every season. Add days, hotels, activities and transport once, then clone the entire batch — dates, seats, pricing, itinerary — for next season's departure instead of starting over.
Every participant, one table. Leads, confirmed bookings, dietary preferences, balances due — status changes are tracked in one place, not across a chat thread and a spreadsheet.
Real profit and loss, per batch. Once a trip is marked complete, enter your actual hotel, vehicle, and other costs against confirmed revenue and see the real number — not an estimate.
A branded PDF itinerary, shared in one tap. Cover page, trip overview, day-wise plan, and terms — generated automatically and shareable straight to WhatsApp.
Who runs their group departures on TripKraftr?
Trekking & adventure operators — hard seat caps, where a batch under minimum genuinely loses money
Pilgrimage & Char Dham operators — seasonal, high-volume batches where the itinerary doubles as the sales document
School & college trip organizers — institutional buyers who need a clean PDF proposal and exact participant counts for approval
Corporate MICE & offsite planners — fixed headcounts, fixed budgets, no room for a seat-count surprise
From batch setup to close-out, in four steps
Set up the batch — dates, total seats, minimum seats, per-seat price
Build or clone the itinerary — day-wise plan, or reuse last season's
Track bookings as they come in — the viability meter updates live as seats fill
Close the batch out — status changes automatically, PDF and financial summary ready
What changes in your first batch ?
An itinerary gets created in under 3 minutes. You are able to track exactly who is interested in which batch and how many of them have paid the booking amount. This provides a clear visibility about the booking progress of a group trip. In general scenerios when you use excel sheet to keep track of each interests and then follow up, most of the time we lose track of who we followed up and and whom we missed. In the process, we tend to loose few valid interests.
Not just another travel CRM
General travel CRM software is built around leads and quotes for individual travelers — it wasn't built to answer "is this batch going to run?" or "what did this departure actually make us?" TripKraftr was.
built to effectively manage group tour operations. It is built to provide visibility to operations and finances at the group trip level.
Frequently asked questions
Can TripKraftr handle both group departures and custom/private trips?
Yes — TripKraftr's Custom/Private Trip module handles individual, non-batch itineraries alongside group departures, so you don't need separate software for each.
What happens if a batch doesn't hit minimum seats?
The viability meter and trip status make this visible well before your deposit deadline, so you can make the call on running, adjusting, or cancelling a batch while there's still time to act — not after.
Can I reuse last season's itinerary for a new batch?
Yes, using Clone Trip — it copies the itinerary, seats, and pricing, and you edit only what's changed for the new dates.
Does this replace WhatsApp and Excel, or work alongside them?
It replaces the tracking — seats, payments, itinerary versions — while you can still share the finished itinerary straight to WhatsApp.
Is there a free trial?
Yes — 30 days free, no credit card required.
Stop finding out a batch didn't work after it's over.
[TRY IT FREE FOR THE NEXT 30 DAYS →] · NO CREDIT CARD · NO COMMITMENT