Software for group trip operations
When a departure fills up with bookings, the work begins that isn’t seen in the shop window but decides whether the trip goes well: building the rooming, pulling the passenger lists for the airport and the hotel, checking who has insurance and complete data, alerting the whole group to a flight change. One of the bottlenecks is here, in the pre-departure operation, where every piece of data scattered across emails and spreadsheets is a risk. Software that works over the group as a whole — not booking by booking — turns that final scramble into a controlled process.
TourKnife is the group travel software that manages each departure’s operation: rooming, passenger lists, checklists and bulk communication with travellers and suppliers.
And if you’ve already sorted out operations but you have other needs — selling online, coordinating suppliers or automating tasks — remember that TourKnife does everything a group travel operator needs. Discover all the features.
Passenger lists your way, reusable on every departure
Every operation needs its lists: passports for the airport, allergies for the hotel, sizes for kit, levels to organise subgroups. TourKnife lets you define custom passenger lists — which columns, which filters, which order — from the data you request at booking, and once created they’re available on every departure. You define them once and always have them to hand, ready to print or export, with each group’s data up to date.
Rooming, from allocating rooms to sending to the hotel
Building the rooming — who sleeps in which room each night — is one of the departure’s central tasks, and TourKnife handles it even in the hard cases: travellers from different bookings sharing a room, or roommates who change from one night to the next. You work out who sleeps with whom over the real booking data, and when the allocation is ready you send it to each hotel in its language and format. Room allocation stops being a paper puzzle.
Global views: the whole group at a glance
Before departure you need to control the group by different criteria. TourKnife offers global views that gather all of a departure’s travellers grouped by flight — for airport handling — by room — for accommodation — or in a flat control table. You see at a glance who’s on each flight, who occupies each room, who has insurance issued or data outstanding, and you complete what’s missing from within the view itself. The group’s status is always in sight, not scattered across loose documents.
Bulk communication with the whole group
When something affects the whole departure — a flight time change, a documentation reminder — you write to all the travellers at once, or to a subset you filter, without going in booking by booking. Each message goes out personalised with each booking’s data, and you can also send each traveller’s final documentation or address the agent when the group is theirs. In the same way you communicate with the group’s suppliers: requests, confirmations, day timings. All the departure’s coordination comes from a single place.
Changes to a group with bookings, without discrepancies
Last-minute changes are inevitable, and TourKnife handles them over the whole group. A price adjustment when the final number of travellers is set applies to all affected bookings at once, not one by one. A departure date change recalculates prices and relocates the bookings’ services. And many service changes — flight times, for example — reflect themselves in the bookings that use them. Every change is recorded and the bookings stay consistent, without manual reconciliation.
Frequently asked questions
What does trip operations include in TourKnife?
The group’s rooming and its dispatch to hotels, custom passenger lists, checklists (for airport, hotel and insurance), the group’s global views by flight and by room, bulk communication with travellers and suppliers, and managing changes to departures with bookings.
Can I prepare my own passenger lists?
Yes. You define custom lists choosing columns, filters and order from the booking data, and they’re available on every departure to print or export.
How does TourKnife handle rooming?
It lets you assign who sleeps in which room — including travellers from different bookings sharing a room and roommates who change by night — and send the result to each hotel in its language and format.
Can I alert the whole group to a change all at once?
Yes. You send the same message to all of a departure’s travellers, or to a filtered subset, personalised with each booking’s data, without going in booking by booking.
If I change the price of an already-sold group, do I have to edit each booking?
No. Price changes to a group with bookings are applied in bulk to all affected bookings at once.