Where to start

Three ideas worth getting clear

Cost and price live in different places. The cost center stores only what it costs you to operate (guide, transport, entrance fees, equipment). Margin, financial expenses and commissions are added in the rate sheet. If you mix the two, the profitability you see is no longer real.

An activity is not a departure. The activity is the product (for example, "Kayaking on the channel"). The departure is a specific occurrence with a date, time, capacity and assigned team. Regular departures work as templates: each date is created separately and can be adjusted without affecting the others.

Everything stays linked. An email can be linked to a contact, an opportunity, a task or a booking. That way, when you open any of them, you see the full conversation without searching for it in the inbox.

Step-by-step lessons

Each lesson takes you from start to finish through a specific task: the goal, what you need before you start, the steps, what each field means and what to do if something goes wrong. They're inside each module's guide; here you have them all together.

Getting set up

The recommended order to get a new account ready to sell and operate. Each step uses data from the previous one, so it's best not to skip any.

Setup order

1. Company details and legal entityLegal name, tax ID, country and main currency. The country determines which taxes and which documents are offered later. See how
2. Users and rolesInvite your team and assign the right role to each person before they start entering data. See roles
3. Taxes and cost rulesReview the VAT (IVA) rates by service type and set the default margin and overhead expenses. See how
4. Team and vehiclesAdd guides, assistants, coordinators and drivers, and your fleet with its capacity. See how
5. SuppliersTransport companies, hotels, restaurants and other external services, linked to their CRM record. See how
6. Activities and cost centerYour service catalog and what each one costs to operate. See how
7. Rate sheetsSelling prices by channel (direct, agencies, wholesalers) and season. See how
8. Email accountTo send confirmations and keep each customer's history. See how
9. Tax dataEnter the legal name, CUIT, VAT status and point of sale: they appear on your invoices. Electronic invoicing will be available soon. See how

Signing in and getting around

How to sign in, how the menu is organized and how to work with the side panels used throughout the system.

Signing in

You sign in with your email and password from the sign-in screen. If you check Remember me, the session stays open in that browser. If you forgot your password, use Forgot your password? and follow the link sent to your email.

Accounts are created by your company's administrator. If you don't have a user, ask whoever manages DO Adventure in your organization.

The sidebar menu

The menu on the left groups the modules by work area:

Company and system settings (tax data, users, roles, modules, branches, parameters) aren't in the sidebar menu: they're in the company menu, at the top right.

The top bar

Notifications

Click the bell to see the latest ones. Unread ones are highlighted; opening one takes you to the right place (the rate sheet, the booking, the task) and marks it as read. Mark all as read clears the counter.

View all notifications, at the bottom of the bell menu, opens the notifications console: the full list with an unread filter and, for those allowed, the Send tab.

Who can send notifications

Each notification has a title, a message, a type (information, notice or urgent) and, optionally, a link to a screen in the app. In the list of sent notifications you can see how many people read each one.

The company menu

Clicking the company name opens the menu with all the settings, in five columns:

• Company: company details (contact, country and currency), tax data and branches with their agents. Each piece of data is entered in only one place.
• Module settings: only the modules you have active appear. For example, rate sheets (taxes and IIBB), exchange rates, logistics and email accounts.
• Parameters: the lists of values offered when entering data: lodging amenities, expense categories, product categories and units of measure.
• Data: import from Excel, export lists, the full copy and the history.
• System: users, roles and permissions, modules and subscription, security, audit log and Delete data (by module or the whole account). Only administrators see it. Email templates are under Module settings.

Light and dark mode

The system starts in light mode. The moon button in the top bar (or the one at the bottom of the sidebar menu) switches to dark mode, which applies to every screen. To switch back, use the sun button.

Interface language

Each user chooses the language they see the system in: Spanish, English or Portuguese. You change it in My profile › Preferences › Language and region and it applies immediately, on any device where you sign in. Anyone who signs up from the English or Portuguese website starts in that language.

• The system texts are translated: menus, buttons, titles, statuses, notices and error messages. Dates use the month and day names of the chosen language.
• The data you enter (activity names, customers, notes, descriptions) stays as you wrote it.
• Documents sent to customers and suppliers (invoices, service orders, emails) and this Help center remain in Spanish.

Header and tabs

Every screen and every panel has the same dark header: at the top, the record type, the title and a subtitle with the key details; on the right, the actions (edit, export, create). Below are the tabs: the open one looks light and joined to the content. The number next to a tab is how many records it has, and a red dot warns that something is overdue or pending.

When the tabs don't fit the width, the extra ones move to the More button, which shows how many there are; the tab you're viewing always stays visible.

Side panels

Almost everything is edited in panels that open from the right, without leaving the screen you're on. You close them with the Close button on the side tab or by clicking outside the panel. Changes are saved with the save button at the bottom of the panel; if you close without saving, they're discarded.

Kanban boards

Opportunities, tasks, departures and bookings are shown in fixed-width columns by status: four fit on screen and you scroll to see the rest. To change a card's status, drag it to another column. Each column scrolls on its own: if a column has many cards, scroll down inside it without losing sight of the others. If there are more columns than fit on screen:

• Use the semicircular buttons on the edges to scroll left or right.
• Hide the columns you don't use from the column visibility bar. What you hide is remembered in that browser.
• Switch to list view when you need to sort or review many records at once.

Importing data from Excel

Load all at once the information you have in spreadsheets or in another system. Before saving, you see what will be created, what will be updated and which rows have errors, and an import can be undone for 7 days.

What you can import

Go to the company menu (top right) › Import from Excel, or use the Import button in CRM, Bookings, Operations and Rate sheets.

Step by step

1. Download the templateIt includes an instructions sheet explaining each column, one sheet per data type and drop-down lists for fields with fixed values. The green columns are required.
2. Fill it inOne row per record. You can fill in only the sheets you need and delete the columns you don't use. Google Sheets works too: download the file as .xlsx.
3. Upload itDrag the file or choose it. Accepted formats are .xlsx, .xls, .ods and .csv, up to 8 MB and 5,000 rows per sheet. Choose what to do with records that already exist: skip them or update them.
4. ReviewYou see how many records are new, how many will be updated, how many will be skipped and how many have errors, with the details of each row. Nothing has been saved yet.
5. ImportIf there are errors, fix the file and upload it again, or check Import only the valid rows. Everything is saved together: if anything fails, nothing is saved.

Spreadsheets from another system

You don't have to use the template. Columns are recognized by their header, including the usual names from other systems (for example "E-mail", "Celular", "Razón social", "Dominio" or "Localizador"). Columns that aren't recognized appear in the review: assign them the right field and tap Analyze again. Columns you leave as Ignore aren't imported.

A single-sheet file (or a CSV) is used for the sheet whose columns match. In multi-sheet files, each sheet must be named as in the template (Empresas, Contactos, Reservas, Pagos…).

Formats

• Dates: dd/mm/yyyy, or Excel's date format.
• Amounts: no currency symbol; both "1250,50" and "1.250,50" are valid.
• Lists (type, status, role, payment method…): a value from the template's list. Common synonyms are also accepted, for example "Booking" as an OTA channel or "van" as a minibus.
• Tags and languages: separated by commas.
• If a contact or team member has their full name in the First name column and no last name, the first word is taken as the first name and the rest as the last name.

Historical bookings

Services, passengers and payments are linked to their booking by its code. If a booking has no total, it's calculated as the sum of its services; the balance is the total minus the payments. Payments must be in the booking's currency.

Experiences, destinations, opportunities and tasks

• Content: created as drafts, ready to complete and review in Content. The description is converted into paragraphs and the category is looked up by name or slug. A destination included in the same file is created first, so the experiences below can use it. If the content already exists and you choose to update it, it's only updated while it's in draft or in review (you need permission to edit content); approved and published items are skipped.
• Opportunities: the stage is looked up by name in your pipeline (if it isn't found, it goes into the first one). The contact is linked by email, the company by CUIT or legal name and the owner by the user's email or name.
• Tasks: if they have no code, a new one is assigned (TASK-…). The contact, company and owner are linked the same way as in opportunities.

History and undo

The History tab lists each import with what it created, updated and skipped, and the rows with errors, which you can download in Excel. For 7 days, Undo deletes what the import created, except anything someone has already used or modified (for example, a contact that already has a booking). Updates aren't reverted.

Who can import

You need the Import data from Excel permission (Import and export group, in Roles and permissions) and also the create permission for each module: for example, create contacts to import contacts. Administrators have all of them.

Exporting lists and full copy

Download any list to Excel or CSV with the columns and filters you choose, or all of the company's information in a single Excel file.

Exporting a list

Go to the company menu › Export lists, or use the Export button in CRM, Bookings, Operations, Rate sheets, Invoicing and Treasury, which opens that screen's list.

1. Choose the listOn the left they're grouped by module: companies, contacts, opportunities, tasks, bookings with their services, passengers and collections, rates, suppliers, products and stock, guides, vehicles, departures, service orders, incidents, activities, content and translations, proposals, web inquiries, channel bookings, settlements and tickets, invoices, treasury transactions and accounts, accounts payable, online payments with their refunds and payment links, and users.
2. FilterBy date range (for example, sale date or trip start date), by status and by text. With no filters, everything is exported.
3. Choose the columnsThe main ones come checked. All checks all of them and Main goes back to the usual ones. The file follows the order of the list.
4. Review and downloadThe preview shows how many records are included and the first 15 rows. Then tap Download Excel or CSV.

• The Excel file includes an Information sheet with the company, the download date and the filters used.
• The CSV uses semicolons and a decimal comma, the way Excel opens it in Spanish.
• Companies, contacts, suppliers, products, guides, vehicles, content and bookings use the same column headers as the import templates. For the first seven, you can export, make corrections in Excel and import again choosing Update it with the filled-in data from the file (content only while it's in draft or in review); bookings that already exist aren't modified on import.
• Content is exported as plain text (no HTML); proposals include the total sale amount and the number of passengers.
• Each file holds up to 100,000 rows. If a list has more, filter it by date.

Full company copy

In the Full copy tab you download a single Excel file with one sheet per list and all its columns, plus a Summary sheet with the number of records in each. It includes only the enabled modules. It works as your own backup or to move your data to another system.

Who can export

Exporting lists requires the Export lists to Excel permission, which administrators and managers have, plus the permission to view each list: someone who can't see invoicing can't export invoices, and booking prices and costs only appear for those who can see them. The full copy requires Download the full company copy, which by default only administrators have. Both are in the Import and export group of Roles and permissions.

Each download is recorded in the History tab, with who made it, how many records it had and which filters were used.

Roles and permissions

Each user has a role that defines what they can see, what they can change and what they can approve. There are four roles.

The four roles

What each role can do

A person's role and permissions

The role is changed in the Access and permissions tab of the person's profile (or of the guide's or driver's record, if they have a user), under Role and permissions. Below the role are all the permissions, by group: those that come with the role are marked Role and are changed from the role; you can also add individual permissions for that person only. See Access and permissions.

Permissions for email accounts, WhatsApp lines and Instagram and Facebook accounts are granted account by account, in the Accounts section of the same tab.

Best practices

• Have at least two administrators, so you don't get locked out if one isn't available.
• Use the manager role for whoever reviews prices before they're published: that way the approval is recorded with a name and date.
• Don't share users. Every status change is recorded in the history with the user who made it.

Custom roles and per-user permissions

In addition to the four roles, an administrator can adjust permissions one by one in company menu › System › Roles and permissions:

• System roles: Sync base roles brings in the base roles (Administrator, Manager, Member, Read only) with their default permissions and how many people have each one. Their names can't be changed. If you edit one, the change affects every user with that role (the screen warns you).
• Custom roles: + New role with a name, description and color. When you select it you see the permission tree by module: checked means Enabled; unchecked, Blocked. Those marked SENSITIVE give access to confidential data. Save with Save permissions.
• Per user: in the Users view you choose the assigned role (a custom role or the system role) and you can change permissions for that person only. Each permission shows whether it comes from the role (ROLE) or belongs to the user (OWN). Individual permissions are added to those of the role.

Company and tax data

Everything that defines your company is on a single screen, Company, with three tabs. You get there from the company menu. Only an administrator can change this data.

Company data

The trade name (the one shown in the top bar) and the contact details. Below, a summary of the tax data (edited in the next tab) and the Country and currency block: the country of operation, the company currency (used to consolidate dashboards and reports), the reference currency, the time zone and the applicable taxes.

Logo

In the Logo block you upload the company logo (PNG, JPG or WebP). It's automatically resized to keep the file small, without cropping; ideally it should be horizontal with a transparent background. Change replaces it and Remove goes back to showing the company name.

The logo appears on every document: invoices, vouchers, reports, delivery notes, service orders, the customer rate sheet and the emails the system sends (supplier confirmations, payment receipts). Without a logo, the company name is shown.

Data for operational documents

Below the contact details, Data for operational documents stores up to six lines of free text: the travel agency license number (E.V.T.), park or navigation permits, the operator's legal name. They appear in the header of the service order.

Rates for other currencies are entered in Exchange rates.

Tax data

The Tax data and invoicing tab is the only place where you enter the data that appears on invoices. It's organized by legal entity: the company that issues invoices. The main entity is your company's; if you invoice in another country, you add another one.

When you open an entity you fill in:

• Legal name and trade name.
• CUIT (the check digit is validated) and VAT (IVA) status: Responsable Inscripto, Monotributista or Exento.
• Start of activities, tax address and Ingresos Brutos (IIBB) number.
• Point of sale. Electronic invoicing will be available soon: for now, invoices are issued as general invoicing, without a CAE.

Why it matters

The legal entity's country determines which taxes are proposed by default, which document types you can issue and, once available, which tax authority electronic invoicing connects to. The VAT status determines whether you issue factura A and B or factura C.

Branches

In Company › Branches you create branches (name, address, phone and email) and assign agents. An agent can work at one or more branches: in the Agents per branch table, tap each branch to add or remove it, and the star marks their main branch. Changes are saved as you tap.

The branch is used in bookings to know where the sale was made: when you choose a booking's branch, the agents who work there are offered. Deactivating a branch removes it from its agents (if it was their main branch, another of theirs becomes the main one); it doesn't delete bookings.

Invoicing for each branch

Each branch can invoice with its own legal entity and its own point of sale. This covers two cases: a branch in another country (for example, an agency in Chile that invoices with its RUT) or a branch in the same country that uses a different CUIT or point of sale. When editing the branch you choose:

• Country. Only legal entities from that country are offered.
• Point of sale (Argentina). It can't be repeated across branches of the same entity.
• Legal entity it invoices with. If you don't choose one, it invoices with the main entity. Entities (another CUIT, RUT or RFC) are created in Tax data and invoicing.

The branch's bookings generate their invoice with that entity and point of sale, and the invoice shows the branch and the point of sale.

Number of branches in your plan

The number of branches depends on your plan. Above the list you can see how many you use and how many the plan includes; once you reach the limit, you can't create more. An administrator can purchase additional branches in Modules and subscription (company menu), like additional users or email accounts. The prorated amount is charged until the next billing date (see Subscription).

Sample data

When you sign up from the website you can choose to start with sample data or empty. With sample data, the company is loaded in one or two minutes with a complete adventure tourism operation: customers and agencies, activities with their cost center, rate sheets, bookings, departures, invoices, treasury and reports with information. It's useful for exploring the whole system before entering your own data.

• While it loads, and afterwards, a banner at the top tells you that you're viewing sample data.
• The sample team is inactive: it doesn't take up users in your plan and can't sign in. The sample email and WhatsApp accounts are also deactivated; the sample Instagram and Facebook accounts never send to Meta.
• You can enter your data alongside the sample data. Whenever you want, delete the sample data from Company › Company data › Sample data.
• When you delete it, everything you entered yourself is kept. If you used something from the sample data in your own records (for example, a sample activity in one of your bookings), that record is kept and the system tells you how many remained.
• When the free trial ends, the administrator sees a notice asking whether to delete or keep the sample data.

Suspended account and data deletion

If a payment becomes overdue, the account is suspended according to the collections policy and nobody can sign in until it's settled; the data stays intact and access returns once the payment is confirmed. If the account remains suspended, the company's data is deleted after 30 days. The suspension notice shows the exact deletion date. After that date the data can't be recovered.

Parameters

The lists of values offered when entering data are in Parameters, in the company menu, not in the company data:

• Lodging amenities: WiFi, breakfast, parking… Each hotel checks its own in its record (see Suppliers › Lodging details).
• Expense categories: the ones you choose when entering an expense in Accounts payable.
• Product categories and units of measure: those for items in Logistics. They used to be in System; now they're here, alongside the other lists.

Add the values you use and remove the ones you don't. Removing a value doesn't delete it from records that already have it. Restore suggested list goes back to the initial list.

Subscription, modules and invoices

From the company menu › Modules and subscription, an administrator can see the plan, add or remove modules and add-ons (users, email accounts, WhatsApp, branches) and check the invoices.

Your plan's billing date

Your plan is always charged on the same day, every month or every year. That date is the billing date: everything you add or remove is adjusted to it and never changes it.

Add a module or add-ons

• It is enabled right away.
• Today you are charged only the prorated amount for the days left until the billing date. For example, a USD 15 per month module added when 20 of 30 days are left costs USD 10 that day.
• From the billing date on, it is part of the regular fee.
• The annual plan works the same way, for the days left in the year. Modules and add-ons on the annual plan are charged at their monthly price times 12.

Before you confirm, you see how much is charged today, the current fee and the fee from the next charge on. If you have automatic debit, the prorated amount is charged to your card right away. If not, an invoice is issued and you pay it like the others.

Remove a module or add-ons

The removal takes effect on the billing date. Until then you keep using it, because it is already paid, and there is no refund. The module shows Until …. If you change your mind before the billing date, tap Keep: nothing is charged. To lower a limit below what you use, first deactivate users or accounts.

Switch to annual billing

Switching from monthly to annual, or the other way around, and moving to a cheaper plan start on the next billing date: you finish the period you already paid and the new option is charged on that date. A higher plan with the same frequency applies right away and the prorated amount is charged. These changes are made by the NOIA team: write to us.

Invoices

Your invoices are listed below: the ones for the fee and the prorated ones (marked as prorated), with their status and balance. If a card charge is declined, the invoice stays pending and you see a notice with the deadline to settle it.

Team users

Add, edit and remove the people who use DO Adventure in your company.

Add a user

1. Open the company menu › System › UsersOnly administrators see the System section.
2. Tap New userFill in the full name and email. The email is the one they will use to sign in and it can't be repeated.
3. Type the initial passwordThe administrator sets it. The system doesn't send an invitation email: give them the password through a secure channel and ask them to change it when they sign in.
4. Choose the roleThe system role and, if you want, a custom role. See Roles and permissions.
5. Communication permissionsWhether they can send and receive emails from the system.
6. Create userThey can sign in now.

• Role, permissions, accounts, password, blocking and deactivation: each user's Access button opens their Access and permissions. It's the same as the profile tab.
• Plan limit: if you reached the number of users in your plan, the system doesn't let you create or reactivate users; you can increase it in Subscription.
• An administrator can't assign the super administrator role or modify a super administrator.

Users and field staff

Guides and drivers are added in Team, not as panel users. If they also need to use the mobile app, you enable it with the switch on their record (see Field app access): you don't need to create their user by hand.

Access and permissions

Every person with a user (from the team, or a guide or driver with the app) has the Access and permissions tab in their profile or record. Only administrators see it. It has three sections:

Reset the password

Reset password generates a temporary password that is shown only once, with a button to copy it: give it to the person through a secure channel. The previous password stops working and their open sessions on the web and in the app are closed.

Block

Block cuts off access immediately, with an optional reason: they can't sign in to the web or the app, and the sessions they had open are closed in less than a minute. They still take up their spot in the plan and appear in the lists, marked Blocked. It's useful, for example, if a phone is lost or something looks suspicious. Unblock lets them sign in again with their password.

Deactivate

Deactivate is for someone who leaves the company: they can't sign in, their spot in the plan is freed and they no longer appear in the lists (the team directory, the owner pickers and the user list). Nothing is deleted: what they entered and the history of who made each change are kept. To see them, check Show deactivated in System › Users, or Deactivated in the team directory. From their access tab you can Reactivate them, if the plan has room.

Audit

In System › Audit, administrators see the last 200 records of sensitive actions: what was done, by whom, from where (web system, field app or automatic) and when. At the top you can search by action, user or email and filter by date range with From, To and Filter.

Profile and team directory

The profile is each person's business card within the company: photo, position, who they report to, how to reach them, whether they're online and what they're interested in.

View someone's profile

• Team, in the side menu, lists every active person with their photo, position and status. You can filter by name, position, city, department or status.
• On any screen, clicking a person's photo (in the chat, in the owners of a record, in the people assigned to a task) opens their profile in a side panel.
• Your own profile is in the user menu, at the top right: My profile.

What it shows

The Tasks tab shows the person's open tasks; each one opens in its panel. The Leave tab has their leave and absences (visible to the person, whoever edits the organization and whoever has the HR permission). Administrators also see Access and permissions.

Preferences

Your own profile has one more tab, Preferences (also in the user menu): change your password, your email signatures, the language and region, and the communication permissions an administrator gave you (send and receive emails, chat and WhatsApp).

Edit by panel

Each profile block has edit to the right of its title: its fields open in place, with Save and Cancel. You edit one block at a time. Company, contact, opportunity and booking records work the same way.

Update it

Each block has its own edit. Employees update their own photo, contact details, introduction, interests and personal details. Position, department, supervisor and start date are changed by whoever has permission to edit profiles (administrators always can). The birth year is shown only if the person chooses to.

Vacations and leave are scheduled in the Leave tab, with Schedule an absence: during those dates the profile and the directory show the person as Away with the type and reason. See Leave and absences.

Which fields are shown

With Choose fields, below the contact information, each person decides which details to show and in what order, or goes back to the company's standard layout.

Whoever configures the team profile (Configure team profile) defines that standard layout, can prevent each person from changing it and creates custom fields: text, date, option list, link, phone or number. Each custom field is filled in by the employee or only by an administrator (for example, a certification's expiration date).

Email accounts

Connect one or more inboxes to send and receive email from DO Adventure. Messages stay linked to contacts, opportunities, tasks and bookings.

Where to set it up

In System › Email accounts. This section is for administrators only.

Add an account

The wizard has three steps:

1. CredentialsEnter the email address and password. The system tries to detect the incoming (IMAP) and outgoing (SMTP) servers on its own. It recognizes the most common providers (Gmail, Outlook, Yahoo, iCloud, Zoho and Argentine providers such as Fibertel, Arnet or Speedy) and, if you have your own domain, it looks up the configuration published by your server.
2. SettingsReview the detected servers. If they weren't detected, fill them in by hand with the details your hosting provider gave you. Here you also choose the account name, the color that identifies it in the inbox, whether it's the default account and how often it syncs.
3. VerifyThe system actually connects to both servers with your credentials. If something fails, it tells you which server and why, and you can go back to the previous step to fix it.

Typical values

Edit an account

Click the account's pencil. The password field appears empty: if you leave it that way, the saved password is kept. You can verify the connection again without re-entering it.

Default account

The account marked with the star is the one used for automatic emails (booking confirmations, requests to suppliers, payment notices). There can be only one per company.

Sync

With automatic sync turned on, the system fetches new messages every 5, 10, 15, 30 or 60 minutes, as you choose. Inbox, sent, spam, trash and archive are synced. Next to each account you see the date and time of the last sync.

Passwords are stored encrypted and are never shown on screen.

Electronic invoicing

Coming soon. In the meantime, DO Adventure issues general invoices.

Current status

The connection with tax authorities (ARCA in Argentina, and those of other countries) is turned off. Documents are issued with their number and the legal entity's tax details, but they aren't sent to the authority and don't carry an authorization code (CAE).

In Company › Tax data and invoicing, each legal entity shows the Coming soon notice, and in Modules and subscription the electronic invoicing modules for each country appear with the same label and can't be turned on.

What you can get ready

Enter the tax details of each legal entity now: legal name, CUIT, IVA status (VAT), tax address, Ingresos Brutos (IIBB), start of activities and point of sale. These are the ones that will be used when electronic invoicing becomes available.

Taxes and cost rules

The rules that are applied automatically every time the system calculates a sale price.

Where to set it up

In Rate sheets, on the Cost center tab (cost rules and taxes per service) and the Settings tab (country, taxes and Ingresos Brutos).

IVA (VAT) by service type

Each service type has its own rate. The initial values for Argentina are:

When you change the country on the settings tab, that country's own taxes and rates are loaded.

Cost rules

These are the percentages applied by default to all new rates:

• Margin. Applied on the direct cost.
• Financial cost. What it costs you to collect in installments or to finance.
• Processing. Fees from payment gateways and payment methods.
• Administrative expenses. Your fixed overhead spread across each sale.
• Sales commission. What you pay the salesperson or the channel.

These last four are calculated on the net price, not on the cost. The reason is in How the price is calculated.

Team and vehicles

The field staff and the fleet you assign to each departure.

Field staff

Each team member has an operational role:

In Operations › Guides & Staff, the field team looks like the team directory: one card per person with their photo (or initials), today's status (free, with departures or on a departure now), the role, whether they have the app and whether they have certifications about to expire. The card's buttons write, call or open WhatsApp from the company's accounts. At the top you can search by name, email, phone or language and filter by role, status (active, free today, inactive) and app access. The button on the right switches to list view; both are paginated 24 at a time.

The record

Clicking the card opens the record in the side panel, with the same format as a user's profile. Each block is edited in place with edit: contact information, professional profile (role, years of experience, languages and activities they can lead), the availability calendar, their leave and notes. The pencil next to the name changes it and the camera changes the photo. The Active switch removes the person from the assignment lists without deleting them.

The Certifications tab holds their qualifications (first aid, driver's licenses) with their expiration date and how many days in advance to send a reminder; expired or expiring ones are flagged on the card and in the notice at the top of the list. The Departures tab shows the scheduled, confirmed or in-progress departures they're assigned to. If the person has a user (for example, with the field app turned on), administrators also see Access and permissions: role, permissions, accounts, password, blocking and deactivation.

Availability calendar

By default, everyone is free. Guides and drivers are company employees: when they can't work (vacation, an exam, an errand), you schedule leave or an absence for them. The calendar on the record shows the month with their leave (red for the whole day, amber for a time slot) and the departures they already have. Tapping a free day opens Schedule an absence with that day; tapping a day with leave opens it so you can edit or void it.

Team availability, above the Guides & Staff list, shows the whole team in a person-by-day grid, with the departures each one already has. You can filter by guides or drivers, and tapping a cell schedules or edits that day's leave.

When assigning: anyone with leave that day (or in a time slot that overlaps the departure time) appears in red with the reason and can't be added to the departure or the transfer. If they were already assigned before the leave was scheduled, they appear in red and can be removed. See Guide, driver and vehicle availability.

Leave and absences

Leave works the same for all staff: the office team (in the Leave tab of their profile) and guides and drivers (on their record and from the field app). If a guide also has a system user, they see the same leave in both places.

• Type: vacation, illness, study or exam, training, errand or personal reason, or other.
• Period: from and to (up to one year), the whole day or part of the day with a time slot, for example from 14:00 to 20:00. A time slot only conflicts with departures that overlap those hours.
• Reason: optional, for the office.

History: leave is never deleted. Each one is listed as Scheduled, In progress, Completed or Voided, with who entered it (or the phone icon if the person entered it from the app). Void asks for a reason and leaves it in the history crossed out; the person becomes available again on those days. Two active leaves for the same person can't overlap.

It can be scheduled by the person themselves, whoever edits the staff or the organization, and whoever has the HR permission. Everything is recorded in the audit.

Field app access

The Field app block on the record has a switch. You don't choose another user: the app uses the email on the record.

• When you turn it on, if there's already a system user with that email, it's linked and they sign in to the app with their usual password. If not, a user with the User role and a temporary password is created; the password is shown only once: copy it or send it by email from the company account. The new user takes up a spot in the plan.
• Reset password generates a new temporary password. The previous one stops working and the app session on their phone is closed. If the record uses a system user, the new password also works for the web.
• When you turn it off, they can no longer sign in to the app. If the user was created for the app, it's also deactivated and frees its spot in the plan; if it was a system user, they can still sign in to the web.

Managers and administrators handle it, and every change is recorded in the audit. To change the email of someone with access, turn access off, change the email and turn it back on.

Vehicles and equipment

Vehicles are added in Fleet and equipment in Logistics. How they're assigned to each departure and what the system checks is in Resource assignment.

Each vehicle's history

On the vehicle record you enter insurance, accidents, mileage, repairs, fuel and tires. Each entry can be edited or deleted. The History tab brings everything together in a single list with search, filters by type and date, spending totals by currency and CSV export. To see the whole fleet, in Logistics › Vehicles choose Fleet history; tapping a row opens the vehicle.

Activities

Your service catalog: each activity describes what is done, how it's operated and what resources it needs.

Create an activity

From Operations › Activities. Fill in:

• Name and type. The type (trekking, kayaking, boat trip, transfer, etc.) sets the card image and the suggested tax rates.
• Duration, difficulty and meeting point. These are copied to every departure you create from this activity.
• Minimum and maximum capacity. The minimum helps you decide whether a departure is confirmed; the maximum limits bookings.
• Required resources. How many guides per number of passengers, which vehicles and which equipment.

Image or icon

On the activity record, Image / icon lets you upload your own image (PNG, JPG or WebP, cropped to a square). If you don't upload one, the card uses the activity type's image.

Views

You can view the catalog as cards (with image, statistics and quick actions to view, edit and delete) or as a list, which is more useful for reviewing many activities at once.

Next step

An activity without costs can't be priced. After creating it, enter its cost center. If you measure environmental impact, the Carbon footprint tab calculates each departure's emissions and their offset.

Cost center for an activity

What it really costs you to operate each activity. It's the basis for all prices and for the profitability you see in the reports.

It's in the activity record, Cost center tab (Operations › Activities › Edit), and it also opens from Cost center › Activities. People with the View cost center permission can see it, and people with Edit cost center can edit it.

What goes in and what doesn't

Each cost: a component or a manual price

Each item in the Costs tab has a concept, a category and its price, which comes from one of two places:

• A component from the Cost center (diesel, the packed meal, the insurance, the guide's workday). You don't type the price: it's the component's current price and it updates on its own when it changes. Below the item you'll see Takes the price from the Cost center.
• A manual price, with its purchase IVA (VAT) and whether the price already includes it. It doesn't change until you edit it.

Use components for everything that repeats across several activities: an increase is entered once and reaches all of them.

Calculation basis

If the component is paid per workday, per passenger per day or per hour, the amount is also multiplied by the activity's duration (days or hours, in Settings). If it's paid per km, by the kilometers. Purchase IVA (VAT) is always deducted: the cost used in calculations is net.

Fuel

In Settings › Fuel you enter the kilometers per departure, the fuel type and the consumption per 100 km. With Take from the vehicle, the fuel and consumption of a vehicle from the fleet are copied. The price per liter comes from that fuel's component in the Cost center; if there isn't one yet, a manual price is used. The cost is km × consumption ÷ 100 × price per liter (net of IVA).

What it shows at the top

• Cost per pax at the optimal capacity and departure cost (with the guides needed).
• Fuel for each departure.
• Profitability of the regular rate: with its current sale price and today's cost, compared with the activity's minimum margin (defined in Settings). If it falls below, it's flagged in red and the people who approve price adjustments are notified.

The Passenger simulator tab shows the departure cost and the cost per passenger with 1, 2, 3… passengers: it's useful for quoting a private departure.

When a cost changes

When you save the cost center (Save and recalculate), or when the price of a component it uses changes, the cost is recalculated on its own. The sale price isn't: each of the activity's own rates gets an adjustment proposal that is approved in Cost center › Price adjustments.

Cost center: components, indexes and price adjustments

The price of each cost in a single place. When it changes, the activities that use it are recalculated and the new sale prices wait for your approval.

It's in Operations › Cost center, with four tabs: Price adjustments, Activities, Components and Indexes. The tabs show a number for anything that needs attention.

Components

A component is a cost that repeats across several activities, with its price in a single place: diesel, the trail packed meal, personal accident insurance, a bilingual guide's workday. Each one has a category, is paid per unit (liter, passenger, passenger per day, workday, hour, departure, km or month), has a currency, its purchase IVA (VAT) and a price source:

The table shows the current price, since when it applies, the change from the previous price, when it expires (in orange if 15 days or fewer are left) and how many activities use it. Add price opens the history with a chart of how it has evolved. A price with a future date starts applying on that day.

• Fuel by type. One component per fuel (regular gasoline, premium gasoline, diesel, CNG, electric), with the price per liter. Each activity uses the one for its fuel.
• Staff by role. Fees are entered as components in the Staff category with their role (guide, assistant, coordinator, driver) and are paid per workday, per departure or per hour: you can have "Guide per workday" and "Guide per hour" with different prices.
• Unused, it's deleted; in use, it's deactivated. The items that used it keep their last price, as a manual price.

Group repeated items

If the cost centers already have concepts entered by hand in several activities (the same insurance in six activities, for example), Group repeated items lists them with the activities where they appear and the price range. You choose which ones to convert, correct the name, category, unit and price, and with Create the components are created and those items are linked. If the prices were different, all activities take the one you choose.

Indexes

CPI (IPC), fuel index, the dollar or any other you need. Administration enters them (Enter monthly indexes permission): they choose the month, type the value and click Enter value. You can see the monthly change and the change over the last 12 months. When a value is entered, the activities that use components adjusted by that index are recalculated. If the previous month's value is missing, the tab warns you.

Price adjustments

Each activity's cost is recalculated on its own when the price of a component, an index, a purchase or its cost center changes. The sale price doesn't change on its own: each of the activity's own rates gets a proposal with the new cost, the proposed price (with the rate sheet formula and its projection) and the profitability at three points: today, if the price doesn't change, and with the new price. A profitability below the activity's minimum margin is flagged in red.

• Approve. You choose the proposals (one by one or a whole activity), the date in Valid from and Approve. With today's date the rate changes right away; with a future date, on that day. Bookings already made don't change.
• Discard. The rate stays as it is. The same cost isn't proposed again; if the cost changes again, a new proposal appears.
• Manual price. A rate with its price set by hand keeps its price: when you approve, only its cost and profitability change.
• Small changes. A cost change smaller than 0.5% doesn't generate a proposal.

Review costs now recalculates all activities with today's prices. They're also reviewed automatically once a day: that's how dated prices that start applying, suppliers' new seasons and the month's indexes come in. History shows what was approved and discarded, by whom and when.

Activities and minimum margin

The Activities tab lists each activity with its cost per passenger, the departure cost, the profitability of its regular rate and its minimum margin, which you edit right there with the pencil. Each activity has its own: a high-demand activity might require 25% and a transfer, 10%. The ones below their minimum appear first, in red. When an activity falls below its minimum, it notifies the people who approve adjustments once (notification and email), and only notifies again if it recovers and falls again. The Management dashboard also shows it in Costs and margins.

Purchases

When a purchase is received, each product's price becomes its last price and the components with the Last purchase price source for that product take the new price. The activities that use them are recalculated.

Permissions

Carbon footprint

How much CO2 each departure of an activity emits, how much the departures of the last year emitted and how much it costs to offset it.

Where it is

On the activity record, Carbon footprint tab (Operations › Activities › Edit). The activity has to be saved. It's visible to anyone who can view activities and editable by anyone who can edit them.

Emission sources

Enter what each departure consumes. Each source is counted per departure (the vehicle runs the same with 2 or 8 passengers) or per passenger (packed meals, waste):

The reference combustion factors are the EPA's (kg of CO2 per unit): gasoline 2.35 per liter, diesel 2.69 per liter, LPG 1.51 per liter and CNG 1.95 per m³. You can replace them with your supplier's or your inventory's. Electricity has no default factor: it depends on the country and the year, so enter your grid's. A source with incomplete data is flagged and not added.

What it shows

• Per departure: the amount for each departure with the reference passengers (by default, the optimal capacity from the cost center).
• Per passenger: the above divided by those passengers.
• Last 12 months: what the completed departures emitted, with the passengers who went on each one.
• Offset per passenger: the cost of offsetting, with the price per ton of CO2e and the percentage you choose.

Offset

Enter the project (for example, reforestation), the supplier or certifier, the price per ton of CO2e and what percentage of the footprint you offset. The system calculates the cost per passenger and per departure. To pass it on to the sale price, add it as a variable per-passenger cost in the cost center.

Rate sheets

A rate sheet is a list of selling prices for a channel and a period. You can have one for direct sales, another for agencies and another for wholesalers, each with its own margins and currency.

From costs to the client: the full journey

1. CostsEnter the cost of each activity in the cost center and your suppliers' rates in Supplier rate sheets.
2. General rate sheetCreate one per channel (New list): public, agencies, DMC. Sync activities brings in all your activities with their calculated price.
3. Adjust pricesReview the rates table, edit margins, set manual prices and generate private rates by number of passengers.
4. Rate sheet rulesPrices for children, infants and seniors, and free spots for groups.
5. Approve and publishMove the rate sheet through the statuses until Published: only then is it used by bookings.
6. Client agreementsIf an agency has its own prices, create its client rate sheet.
7. Send to the clientGenerate the rate sheet for clients as a PDF (net, commissionable or mixed) and send them the download link.

Rate sheet types

When you create it, you choose the type, which indicates who it's for: B2C sales to the public, B2B agencies, DMC inbound operators and wholesalers, among others. You also set the currency, the validity period and whether it's the default rate sheet for new bookings.

Statuses and approval

A rate sheet moves through statuses. Click the status label to see the transitions available for your role; each change asks for a reason and is logged.

Search and filter

Above the list you have a search box (by name, client or currency), the list type and the statuses. By default all statuses are shown except expired ones (rate sheets whose validity period has ended): turn on Expired to see them. The list is paginated 12 at a time.

Rate sheet items

When you open a rate sheet you see the items table with these columns (with more than 10 items, the table is paginated):

Each row has its status (changed from the label) and, on the right, edit, activate or deactivate, and delete. A deactivated rate isn't offered in bookings and doesn't appear in the rate sheet for clients. The padlock and the Manual label indicate a manual price.

Edit a rate

When you edit an item its panel opens: on the left, the service details (name, currency, pricing mode, minimum and maximum passengers) and the item's cost center (net cost, margin, overhead costs and VAT); on the right, the calculator, which shows step by step how the final price and profitability are reached, and recalculates as you type. Below, that rate's own passenger and free-spot rules. Third-party services also have their seasons (name, from, to, cost and price): these are what later appear in the rate sheet for clients with their validity.

Manual price

If you need a round or commercial price different from the calculated one, an administrator can set it by hand. The item is marked as manual and profitability is recalculated with that price, so you can see right away whether it works for you.

General and client rate sheets

The rate sheets screen separates general rate sheets (one per channel: public, agencies, DMC…) from client rate sheets, which are prices agreed with a specific company. Each card shows the list type at the top; in the middle strip, the number of rates, how many clients inherit from it (or, for client rate sheets, how many rates inherit from the general one) and the currency; below, the validity period and, for client rate sheets, the client and which general rate sheet they inherit from with what adjustment. The footer shows the status (draft, published, expired…) and the actions: Set as default (star), New version, Edit and Delete. Clicking the card or View rates opens its rates. Each section is paginated 12 at a time.

Price by passenger type

The price of each rate is the price for an adult. For children, infants, seniors and people with disabilities you define how much they pay:

The rules are entered in two places:

• In the rate sheet (when creating or editing it, Price by passenger type section): they apply to all its per-passenger rates. For children, infants and seniors you can note the age range you use.
• In a rate (when editing it, check This rate has its own rules): they replace the rate sheet's rules for that service only. For example, a boat trip where infants don't pay but the kayak charges everyone.

The rules only change the price of per-passenger rates. Per-service or per-night rates charge the same regardless of who travels. A client rate sheet without its own rules uses those of its base rate sheet.

When you add a service to a booking you enter how many passengers of each type are going; the total is calculated with these rules (see Bookings).

Group conditions (free spots)

Many services give groups free spots: 1 free for every 10 passengers on an excursion, or 1 free for every 10 rooms at a hotel. A free spot doesn't pay: the price of one adult is deducted (or of one room for the nights of the stay).

Each condition has:

Just like price by passenger type, conditions are entered in the rate sheet (they apply to all its rates) and a rate can have its own: for example, the hotel that gives free rooms even though the rate sheet gives free passengers. Only paying passengers count: an infant who doesn't pay doesn't count toward the free spot.

In the booking, when you add the service, the total already deducts the free spots and the breakdown is shown (see Bookings).

Client rate sheets

When you agree on prices with a client (an agency, a DMC), create a rate sheet for them: New list › For a customer. There are two ways:

• Inherits from a general rate sheet (recommended). You choose the base, for example Agencies, and optionally an adjustment: −5 means 5% less than the base on all rates. The client only stores the rates that change; everything else follows the base, so changes to the general rate sheet reach it automatically. Type and currency are those of the base.
• Full. No base: you enter all of the client's rates.

When you open it, inherited rates show the From base mark and the applied adjustment below the price. Customize copies the rate to the client so you can edit it like any other; it's marked Customized. To go back to the base price, use the undo button on that row.

When the client rate sheet is published and valid, that client's bookings pick it up automatically when you choose the company. Otherwise, they use the general agencies rate sheet and the booking warns you. On the company's record (Financial tab) you can see its rate sheets.

Rate sheet for clients (PDF)

It's the document you send to agencies, operators and clients with your rates: a PDF with your logo, the rates with their season and validity, private services by number of passengers, and the conditions. No file is stored: the PDF is built every time someone opens it, with the prices at that moment.

Step by step

1. Open the rate sheetIn Rate sheets, tap the card and View rates. It can be a general one (Agencies) or a client one (Brújula Austral agreement).
2. Tap "Rate sheet for clients"In the bar, above the table.
3. Choose the versionCommissionable, net or mixed (see the table below).
4. Check the commissionThe rate sheet's commission is suggested (Agencies has 10%). Change it if the client has a different one.
5. Fill in the detailsPDF title, client (shown as "For …" below the title), the date until which the link is valid, whether to include the private services table, and notes for the client, which appear at the end of the conditions.
6. Review with "View PDF"It opens in another tab exactly as the client will see it. You can change options and view it again as many times as you like.
7. Create the link and send itCreate download link adds it to the list below. The envelope opens a ready-made email from the company's account, addressed to the chosen client; the copy button lets you send it by WhatsApp or another channel.

The three versions

The same service in all three versions, with a 10% commission: Trekking Laguna Esmeralda appears as USD 57.21 commissionable 10% or USD 51.49 net (57.21 minus 5.72 commission). Amounts are calculated to the cent.

What's in the PDF

• Header with the company logo, the legal name, the CUIT (tax ID) and the contact details. Below, the title, the client, the version, the currency and the rate sheet's validity period.
• Services grouped by category (excursions and activities, accommodation, transfers and services), with the unit (per person, per service, per room per night), the season and its validity. A rate with seasons appears once per season; without seasons, as "Entire validity period" with the rate sheet's dates.
• Private services, in a separate table: one row per service and one column per number of passengers (1 pax, 2 pax, 3-4 pax, 5-6 pax), with the price per person. They come from the rates generated with the private rates generator.
• Conditions: taxes included and subject to availability, the price for children, infants and seniors, group free spots, the commission and your notes.
• Footer on every page with the company, the rate sheet, the generation date and the page number.

Only active rates with approved or published status are included. Rates that are draft, paused or deactivated don't appear. In a client rate sheet that inherits, the base rates appear with the client's adjustment applied.

Download links

• Each link keeps its configuration (version, commission, client, notes). For another version or commission, create another link: you can have several for the same rate sheet.
• Since the PDF is generated when it's opened, if you change a price the client sees the new one the next time they download it. There's no need to resend it.
• Links can only be created for approved or published rate sheets. If the rate sheet goes back to draft, is paused or canceled, the link shows "Rate sheet not available".
• The link expires on the date indicated (by default, the end of the rate sheet's validity period). Once expired, deactivated or deleted, the client sees a notice to request an updated one.
• In the list you can see how many times each link was downloaded. Deactivating it cuts it off and it can be reactivated; deleting it is permanent.

Update prices: one by one or a new version

There are two ways to update prices:

• One by one, from View rates, editing each rate.
• New version, for the next season or a general increase. On the rate sheet card, the copy button creates a copy of all the rates (with seasons and taxes) and adds the same percentage to them.

1. Name and increaseThe name is suggested automatically (2026/27 becomes 2027/28). The increase can be 0 to copy without changes, or negative to lower prices.
2. Validity periodEnter when it takes effect. If you check the option, the previous version expires the day before, so there's no overlap.
3. ClientsIf it's a general rate sheet with clients that inherit from it, you can move them to the new version. Note: they take the new prices immediately, even if the version starts later. Their customized rates are kept.
4. Review and publishThe copy stays in Draft: adjust whatever is needed one by one and publish it.

Copied rates keep a manual price and recalculated profitability. In a client rate sheet that inherits, the increase applies only to its own rates; inherited ones follow the base.

Currency exchange rates

In Rate sheets › Settings › Exchange rates (or from the company menu) you enter how much each foreign currency is worth in the company's currency, for example 1 USD = 1,400 ARS, and from what date it applies. The latest valid one is used to:

• convert activity costs (which are entered in the company's currency) for rate sheets in another currency;
• consolidate amounts in reports.

You can enter a future exchange rate: it stays scheduled until that date. The history is kept, and only a manager or administrator can enter or delete exchange rates.

Projected inflation and dollar futures

Costs are entered at today's values, but a rate sheet is sold throughout its validity period. To keep the price from falling behind, the calculation can project the cost:

• Projected annual inflation: brings costs in the company's currency forward to the midpoint of the validity period of the rate sheet, which is on average when the service is delivered. With no end date, one year is used.
• Dollar futures: in a USD rate sheet for a company that works in pesos, peso costs are converted to dollars with the futures rate instead of today's rate.

Where they're entered:

• The company's values, in Rate sheets › Settings › Exchange rates, next to today's exchange rates: annual inflation, dollar futures (1 USD = N of the company's currency) and the expiration of the futures contract you took as a reference.
• Each rate sheet can have its own with the Projection button on its bar (for example, a winter promo with a different horizon). If left empty, it uses the company's values. The button shows the current adjustment on the cost.

What it applies to: your own services (their costs come from the cost center, in local currency) and third-party rates entered in the company's currency. A rate from a supplier that charges in dollars isn't adjusted. Neither is a manual price: it's kept as is.

The adjustment is included in the calculation when you create or edit a rate, when you sync activities and in the private rates generator. To recalculate the whole rate sheet after changing the values, use Save and recalculate prices. See the formula in How the price is calculated.

Automatic changes

• If you pause or cancel a rate sheet, all its rates move to the same status.
• If you deactivate a supplier, its rates are canceled automatically.
• If you assign a new supplier to a canceled rate, it goes back to draft so you can review it.

How the price is calculated

The formula the system uses, with an example. Understanding it helps you adjust margins without surprises.

The four steps

1. Base price     = cost × (1 + margin %)
2. Net price      = base price ÷ (1 − overhead costs %)
3. Final price    = net price × (1 + VAT %)
4. Profitability  = (net price − total cost) ÷ net price

   overhead costs = financial + processing + administration + sales commission
   total cost     = cost + net price × overhead costs %

If the rate sheet has projected inflation or dollar futures, before step 1 the cost is multiplied by that adjustment: projected cost = cost × (1 + inflation)^(months ÷ 12) × (today's exchange rate ÷ dollar futures). The second factor only applies to USD rate sheets.

Example

An excursion with a cost of 100,000, a 40% margin, overhead costs of 12% in total and 10.5% VAT (IVA):

Why profitability is lower than the margin

The margin is applied to the cost; profitability is measured on the net price and deducts overhead costs. A 40% margin can end up as 25% profitability. If an item's profitability falls below the minimum you set, the column is shown as an alert.

Private rates generator

For private services, the price per person depends on the group size: fixed costs are split among fewer or more passengers. The generator creates all the rates at once.

Before you use it

The activity must have its cost center filled in, with fixed costs separated from per-passenger costs.

Generation modes

The rate for 1 passenger is always generated separately, because it's the one that absorbs the entire fixed cost.

How to use it

1. Open the rate sheetIn View rates, tap Add own.
2. Choose the activityFrom the list of activities with a cost center.
3. Choose passengers and modeMinimum and maximum passengers and the mode (individual, ranges, even or odd).
4. Review the previewFor each group size you see the total cost of the departure, the net cost per passenger, the selling price per person and the difference against the optimal capacity (the star).
5. GenerateThe rates are created as "Activity — Private N pax" within the rate sheet. Approve them so they appear in bookings and in the rate sheet for clients, where they're grouped in the private services table.

Suppliers

The companies that provide services to you: transportation, accommodation, restaurants, external guides, insurance.

Add a supplier

In Rate sheets › Supplier rate sheets, with the same card layout as your own rate sheets: supplier type, whether it's linked to the CRM, number of active rates, rating, destination, contact, email and phone. They're paginated 12 at a time and have a search box; a click opens the supplier's record with its rates. Each supplier

is linked to its CRM record (a company of the supplier type), so contact details and emails are kept in one place.

Supplier rates

Inside the supplier you enter its rates: what it charges you for each service, with currency, validity period, price unit (per service, per passenger or per night) and conditions. Those rates are the cost you then use in your sales rate sheets.

Rates have a search box and a status filter (Active, Inactive, Expired). Expired rates, the ones whose seasons have all ended, are hidden by default: turn on Expired to see them. With more than 10 rates, the list is paginated.

Accommodation details

If the supplier is an accommodation type, its record shows the Accommodation card: check-in and check-out times, category, child and cancellation policies, and amenities. Amenities are chosen by tapping each one from the list set up in Parameters › Amenities; the selected ones are highlighted. Save with Save lodging.

Deactivate a supplier

When you deactivate it, all its rates are canceled and are no longer offered. If you later assign those services to another supplier, the rates go back to draft for review.

Content

The single place for the texts, photos and sales sheets of your experiences and destinations. They're written once, go through review and, when published, your website and your integrations read them through the API.

The workflow

Content organizes the sales side of your product: you write the sheet for each experience and destination, someone with permission reviews it and, once published, it's read by your website (with the embeddable catalog or the API) and your integrations. Inquiries coming from the website go into the CRM; from there you build itineraries and proposals, and the accepted proposal becomes a booking. Analytics measures the whole journey.

Overview

The first tab is the starting point of the day: active content, what's waiting for review, what's incomplete, what's published and pending translations; active channels, web inquiries from the last 30 days and integration listings; proposals created, sent and accepted, with the proposals to follow up (accepted but not converted, open, or with change requests). Below, the table by type and status, published experiences with no valid rate or no linked activity, media storage and API usage. Clicking any row opens the content.

Content types

Experiences, destinations and media

How a sales sheet is created, what goes in each section, how it's reviewed and published, and how photos are handled.

Create an experience

New content asks for the type and a title, or, for experiences, From an activity: it brings in the name, description, duration, difficulty, capacity, minimum age and equipment from the Operations activity and keeps it linked. Experiences also shows the activities that don't have a sales sheet yet, so you can create one with a click.

Destinations

The Destinations tab shows each place with its cover, status and completeness, and how many experiences it has. An experience is linked to its destination from the editor's classification.

Edit

The editor opens on the side, with one tab per section. On the right, the status and completeness: what's marked in red is required to approve and publish; what's gray is recommended. Each Save creates a new version.

• Titles: the internal one is seen only by the team; the commercial one, by clients. The slug is the last part of the URL.
• Full description: with headings, bold, lists and links. When you save, scripts, styles and any pasted code are removed.
• Lists (what's included, itinerary, questions): items are added with Enter and reordered with the arrows.
• Policies: choose a reusable block or write your own. In the API the block only appears if it's published.
• Media: the cover and gallery are chosen from the file library; the gallery order is the one that gets published.
• Price: it isn't entered here. It shows the lowest selling price of the activity in published and valid B2C rate sheets.
• Versions: each version can be viewed and, with the content in draft, restored (it's saved as a new version).

Review and publishing

1. DraftIt's created and edited.
2. In reviewWhoever wrote it sends it for review. If it needs corrections, it's sent back to draft with a note.
3. ApprovedA manager or administrator approves it. It has to be complete.
4. PublishedYour website and integrations can see it. Only someone who can publish can edit it, and it can't be saved if it ends up incomplete.
5. ArchivedIt's removed from the API without being deleted. It can be recovered as a draft.

If something required is missing, the system won't let you approve or publish and tells you what's missing.

Library

All content in one table, with search and filters by type, status, category and tag. By selecting several you can change the status, category or tags of all of them at once, or delete them; the result is reported for each one (for example, published items aren't deleted).

Categories and tags are managed in Settings; tags can also be created from the editor.

Media

Drag photos, PDFs or videos (MP4 or WebM) or tap Upload files. Images are resized automatically before uploading. You can also add YouTube or Vimeo videos by their link.

• Limits: images up to 12 MB, PDFs up to 20 MB and videos up to 60 MB. Total storage depends on the plan.
• Files are accepted based on what they really are, not their extension: a file disguised as an image is rejected.
• Fill in the alt text (it describes the image for search engines and screen readers) and the photographer's credits.
• A file in use can't be deleted: the details show where it's used.
• Outside the system, only files used by something published can be seen. When it's unpublished, they stop being visible within a few minutes.
• When the account uses Cloudflare R2 (the storage bar shows it), images of published items are delivered through the Cloudflare network, faster from anywhere, and everything else through a link that expires after a few minutes and only for people with permission. The same applies to email attachments and WhatsApp files.

Lesson15 minutes · Content

Create and publish an experience

Goal

Give an Operations activity its sales sheet published on your website.

Before you start

• The activity set up in Operations, with a valid public rate.
• Photos of the experience.
• To publish: permission to approve and publish (or someone who has it).

1. Create it from the activityIn Experiences, tap the activity in the box of activities without a sheet, or New content › From an activity. It brings in the name, description, duration, difficulty, capacity, minimum age and equipment.
2. Fill in GeneralCommercial title, slug, category, destination, tags and both descriptions (short for cards, full for the sheet).
3. Go through the tabsForm, Includes, Distance, Safety and policies, Questions, Media (cover and at least three images) and SEO. Save often: each save is a version.
4. Check completenessOn the right: red is required to approve; gray, recommended. Check in Price that the public rate shows up.
5. Send it for reviewWith Send for review. It moves to In review and adds to the Library counter.
6. Approve and publish itThe reviewer uses Approve (or Return to draft with a note) and then Publish.

Fields

Field	What it's for
Internal / commercial title	The internal one is seen by the team; the commercial one, by clients.
Slug	The last part of the URL. Lowercase letters, numbers and hyphens.
Category, destination and tags	They organize the catalog and its filters.
Short description	Up to 600 characters, for cards and listings.
Full description	With headings, lists and links; pasted code is cleaned out.
Policies	A reusable block (for example, standard cancellation) or your own.
Media	Cover and gallery, with alt text.

ResultThe experience is Published: it's visible in your channels' catalog, the API and the integrations that include it.

If something goes wrong

• Approve is disabled: something required is missing; the list on the right says what.
• It doesn't show on the website: check that the channel publishes it (All published or Selected) and that the language is translated.
• I need to fix something published: edit it with publishing permission; if the change is big, unpublish it, fix it and publish it again.

Languages and translations

Each piece of content is published in the languages you choose; each translation has its own review and stays up to date with the original.

Languages and translations

In Settings you choose which languages you publish in (Spanish, English, Portuguese, French, German or Italian). Each piece of content is translated into each language separately, and each translation has its own review and approval.

The Languages tab shows each piece of content with its status in each language: not translated, draft, in review, published or outdated (the original changed after approval). One click opens the translation; you can also get there from the Languages tab in the content editor.

1. TranslateBy hand, field by field, or with Translate with AI. The AI translates what is missing or changed and leaves a draft.
2. Send for reviewThe translator sends it for review.
3. Approve and publishA manager or administrator approves it (or sends it back with a note). It has to be complete and up to date.

If the original changes later, the affected fields show "the original changed". You translate them again or, if the translation is still valid, mark them with The translation still applies. In the meantime, your site keeps showing the last approved version. Only what's missing or changed leaves only what is pending in view.

• Operational data (difficulty, capacity, coordinates, addresses) is not translated, and neither are the reusable blocks inside each experience: the block is translated once and applies to all of them.
• Every save, AI translation and approval is kept as a version, with its author. You can view any version and load its texts again.
• To stop showing a language without deleting the translation, use the withdraw button (the crossed-out eye).

AI translation

It is turned on in Settings › Languages and AI translation, by choosing the provider and the model. The available providers depend on how the system is installed. The AI keeps place names, numbers and formatting, but it never publishes: what it translates stays as a draft for a person to review. In the Languages tab you can select several items and translate them together into one language. There is a daily character limit per company.

Itinerary templates and proposals

Base trips, day by day, with price and margin calculated from Rate sheets; and the tailored proposal the customer receives, with its acceptance and its conversion into a booking.

The sales flow

CRM opportunity → proposal (from a template) → the customer accepts → booking → Operations and Invoicing. Bookings that do not go through a proposal are entered directly in Bookings.

Itinerary templates

In Content › Itinerary templates you build base trips day by day with activities, accommodation, meals, transfers, free time and recommendations. Price, cost and margin are calculated automatically from the rates in Rate sheets.

The list has two views: Templates (the bases for building proposals) and From proposals, with the days and prices of each proposal, its code, its status and the customer. Tapping one of these opens its proposal: they are edited from there.

1. CreateNew template from scratch or by copying another one. You can also duplicate it from the open template.
2. Build the daysTitle, destination, description, photos and documents for each day. Days and services are moved by dragging them (or with the arrows), and can be duplicated and removed.
3. Add servicesFrom the catalog (a rate from Rate sheets), from the library (an experience with its activity's rate) or custom.
4. Enter the passengersAdults, minors, infants, seniors and rooms: the total applies the rules by passenger type and the rate sheet's group comps, just like in a booking.
5. Review and mark as readyYou cannot mark it as ready if any service has no price.

• Charging: per passenger, per service (group price), per passenger per night, per room per night, or free of charge. A service can be optional: it is shown with its price but does not add to the total.
• Prices: they are locked in when you add the service. Update prices reads them again from Rate sheets, except the ones you changed by hand. In Prices from you choose the rate sheet they come from.
• Totals: per currency (they are not converted), price per person and an adjustment (surcharge or discount) on the sale. With the "View prices and costs" permission you also see the cost and the margin (sale excluding VAT (IVA) minus cost), and an alert if something is sold below cost.
• Versions: every save is kept as a version; any of them can be viewed and restored.

The Customer view shows the days as the customer will see them: without costs, without suppliers and without internal notes.

Sales proposals

In Content › Proposals you build the proposal for a customer from an itinerary template, send it with a private link and its PDF, and see when they open it and what they reply. Everything is kept in the CRM opportunity.

1. CreateNew proposal: you choose the itinerary template (or the days of another proposal) and the customer (an opportunity, a contact or a company from the CRM). A copy is made: whatever you change in the proposal does not affect the template.
2. AdjustTitle, introduction, terms and expiration date. Edit days and prices opens the proposal's days, with the same editor as templates. If they are useful for other customers, Save as template creates a new template. The Customer view shows how they will see it.
3. SendBy email (with the link and the PDF attached, from the company's email account) or by copying the link to send it via WhatsApp or another channel.
4. Follow upYou see when they opened it, whether they requested changes, and whether they accepted or declined it. When they accept it, Convert into booking creates the booking as a draft.

What the customer sees

The link opens a page with your company's logo and color: the cover, the introduction, the trip day by day, the total price (and per person) and the terms. It looks good on a phone.

Each activity shows the card of its published experience from the Hub, whether you added it from the library or from Rate sheets (in that case, the one for the rate's activity), and the optional ones too. The card includes up to three photos, the summary, the difficulty, the minimum age and the meeting point, and See activity details expands the description, the route, what is and is not included, what to bring and the requirements. The texts appear in the itinerary's language if the translation is published. The PDF (the one downloaded from the link and the one attached to the email) includes the photos, the summary, the details, what is included and what to bring. If the service has its own photos in the itinerary (the service's Photos button), those are shown. Services that were sent without a card show it as soon as one is published; cards already sent do not change.

Accommodation shows the hotel details entered in Rate sheets: name, summary, check-in and check-out, address, amenities, what is and is not included, and See accommodation details. Hotel photos are added with the service's Photos button in the itinerary. The hotel name is the only supplier the customer sees.

From there they can accept (with their name, email and, if they want, ID document), request changes or decline, and download the PDF. They never see costs, suppliers or internal notes.

Versions, expiration and acceptance

• Versions: each send freezes what the customer sees, including the activity cards: if you later change the experience in the Hub, the sent proposal does not change. If you change something afterwards, "There are changes the customer cannot see yet" appears and, when you resend, a new version is created. Earlier versions do not change and can be viewed and downloaded.
• Expiration: once the date passes, the proposal becomes expired and the customer can no longer accept it. With Reopen you update it and resend it.
• Acceptance: the name, email, ID document, date, IP and fingerprint of the accepted version are recorded. If the customer accepts by phone or in person, use Record response. The itinerary of an accepted proposal can no longer be modified.
• Link: New link generates another one and the previous one stops working. Your own visits to the link do not count as views.
• Booking: Convert into booking creates a draft booking with the customer, the passengers, the dates and the services with their price and cost, exactly as they were accepted. Optional services are not carried over.

From proposal to booking and to Operations

1. The customer acceptsThe proposal becomes Accepted and the salesperson is notified. If it has an opportunity, it is logged in its activity.
2. Convert into bookingRequires the "Create bookings" permission. It creates the booking as a Draft (code BKG-…, Proposal channel) with the contact as lead passenger, the passengers by type, the dates and one service for each priced item, from the accepted version. Each service carries its date, time, rate, supplier, cost and VAT (IVA), and the booking note says which proposal and version it comes from. The proposal becomes Converted into booking and shows the code; in the booking header, From proposal PR-… takes you back to the proposal.
3. Own servicesIf the service's rate is your own (or the supplier is the company), the service is marked as your own and linked to its activity in Operations; if it has no rate, the activity comes from the Hub experience. Activities carry the experience's meeting point.
4. Confirm the bookingWhile it is a draft, nothing is created in Operations. When you confirm it, each own service with an activity and a date generates its departure, just like a booking entered by hand (see Bookings). Anything that is not your own stays pending confirmation with the supplier.

Appearance

In Content › Settings › Proposals you choose the main color, the default validity, the introduction and terms each proposal starts with, the email signature and the footer. Changes apply to the next versions you send.

Your website: channels, API and webhooks

How your published content is shown on your site: with the embeddable catalog, with the API for a custom site, and with webhooks to hear about every change.

Publishing channels

In Content › Channels each channel is one of your websites. You choose what it shows, in which languages and currency, whether it shows prices and how people contact you. Then you connect it to the site with the embeddable catalog or with the API.

• What it publishes: experiences, destinations or both. Everything published (new items appear automatically) or Selected (you build the list, order it and feature the ones that go first).
• Languages and currency: the languages are the ones enabled in Settings; anything not translated is shown in the original language. The "from" price comes from the public rates in the channel's currency.
• Call to action: an enquiry form (it goes into the CRM), a link to your site (with {slug} and {idioma}) or none.
• Domains: the catalog can only be shown on the sites you enter here.
• Paused: that channel's catalog and API stop showing content.

Review before publishing

The What it publishes tab checks each piece of content. It tells you whether it is shown or not and why (for example, because it is not published) and flags what is worth completing: translations, rates in the channel's currency and optional card details. With Preview you see the catalog as it looks on your site, in each language.

Connect your site

1. Embeddable catalogIn Connect the site, copy the code and paste it into your page. It shows the experiences with their price and the enquiry button, and adapts to phones.
2. APIFor a custom site, create in API a credential tied to the channel: it only sees what the channel publishes. With the "Send enquiries" permission, your site can also send enquiries.

Each enquiry is kept in the channel's Enquiries tab and in the CRM, as a contact (or the existing one with that email or phone) and an open opportunity with source WEB. Since the details are typed by the person making the enquiry, they are shown as "unverified". If someone resubmits the form by mistake, the enquiry is not duplicated.

API for your website

In Content › API an administrator creates a credential for each site or system that will read your content. You choose what it can see:

The key is shown only once: copy it and store it in your site's configuration. If it is lost or leaked, revoke it and create another one. Each credential has a limit of calls per minute and shows its usage over the last 30 days.

For whoever develops the site: the full specification is in OpenAPI specification (OpenAPI 3.1). Calls use the Authorization: Bearer header with the key. With ?idioma=en (or the relevant language) you receive the translated and approved texts; anything not translated comes in the original language.

Webhooks

A webhook notifies your site or another system when something changes: a piece of content is published, modified or withdrawn, a translation is published, a channel changes or an enquiry comes in. It is useful, for example, so your site can refresh its cache instantly. They are set up in Content › API and require being an administrator.

• Secret: it is shown only once when you create it. Your system uses it to verify the signature of each delivery. If you lose it, generate a new one.
• Test: sends a test event and shows you the response.
• Retries: if your system does not respond correctly, it retries automatically for almost two days. The Deliveries log shows each attempt with the response and lets you retry by hand.
• Automatic pause: if five events in a row cannot be delivered, the webhook is paused and a notice appears in the Overview. Reactivate it when your system responds again.
• Single channel only: you can tie it to a channel to receive only what that channel shows.

Integrations

Distribute your experiences through online agencies and on your own site (WooCommerce, Shopify, PrestaShop or WordPress) from a single source, with their rate, availability and policies.

OTA integrations

In Content › Integrations you distribute your catalog through online agencies and on your own site from a single source. Online travel agencies (OTAs) are in one group and stores and CMS in another (see Stores and CMS). Each integration has its own settings and publishes the experiences you choose, with a channel identifier for each one.

Connecting Rezdy

1. Ask Rezdy to enable RezdyConnect. Rezdy certifies the connection in its test environment before you sell.
2. Create the Rezdy (RezdyConnect) integration in your Rezdy account's currency. Choose the experiences and publish them.
3. In the Bookings tab set the commission, cancellation window and lead time, mark which experiences are for sale and generate the channel key.
4. In Rezdy enter the channel address and the key as the apiKey. Each product is mapped by its internal code: the identifier shown on its listing.
5. Enter in the integration the Rezdy API key that Rezdy gives you when activating RezdyConnect, and choose the environment (test while it certifies). With it DO Adventure notifies Rezdy of every product, price or availability change.

The price options in Rezdy are Adult, Child, Infant, Senior and Disabled, with the public rate for each passenger type. Rezdy holds last at least 60 minutes, and times use the Rezdy profile's time zone, which must be your company's.

Settings for each channel

• Languages: the ones enabled in the company that the channel accepts. Anything not translated is not sent in that language.
• Rate: the "from" price from the public rates, in the currency you choose, with an adjustment in % (for example, to cover the channel's commission). Costs and margins are never sent.
• Availability: departures with available spots over the number of upcoming days you set.
• Policies and terms: the channel's cancellation policy is used when the experience does not have its own; the terms (confirmation, commission, payments) are sent with each product.
• Automatic sync: when a published experience or a translation changes, it is updated automatically on the channel; prices and availability are refreshed every 6 hours.
• Mappings: in the Mappings tab you assign a channel category to each Hub category.

Publish, update and withdraw

1. Add contentIn Listings, choose the published experiences you want to distribute. They start out unpublished.
2. ReviewEach one shows whether it meets the engine's rules and the channel's (mapped category, rate in the currency, cancellation policy, photos, text length) and what is missing.
3. PublishWith Publish (or by selecting several) it is sent to the channel and its identifier is stored. If something changes in the Hub later, it shows "needs updating" until you update it (or it updates automatically with automatic sync).
4. WithdrawWith Withdraw it is no longer for sale on the channel. If you unpublish the experience in the Hub, it is withdrawn automatically from all channels.

Bookings from the channel

Activity OTAs do not keep a copy of the catalog: they ask DO Adventure whether there are spots, hold the inventory while the traveler pays, and then confirm or cancel. The integration's Bookings tab is where you set all of that up.

1. Commercial termsEnter what you negotiated with the OTA: commission (%), how long a hold lasts, how many hours in advance a booking can be made, and up to how many hours before the departure it can be canceled. Optionally, a cap on spots per departure for the whole channel.
2. Channel keyWith Generate key you get the secret key that you give the OTA along with the channel URL. It is shown only once: if it is lost, it is rotated and the previous one stops working.
3. What is soldMark which published experiences are sold through the channel and, if you want, a cap on spots per departure for each one. They have to be linked to an activity in Operations, because its departures are what is sold.
4. Enable salesWith the key generated, check Enable sales through this channel and save. Until then the channel cannot hold or book.

• Shared inventory: the channel sees the same available spots as direct sales, minus the active holds from all channels. If you set a cap, the channel does not sell more than that number per departure. Two channels never sell the same spot.
• Holds: if the OTA does not confirm in time, the hold expires automatically and the spot is released.
• Price: the activity's public rate, by passenger type, with the channel adjustment. The commission is deducted from the gross amount and the net amount is stored.
• Confirmation: creates the booking in Bookings as confirmed, with the OTA channel, and adds the passengers to the departure manifest. It is logged in the audit trail.
• Modification: within the same window as cancellation, the OTA can move the booking to another departure of the same experience or change the passengers, if there are spots. The price is recalculated with the current rate and the commission is the one agreed in the booking.
• Cancellation by the channel: within the agreed window, the OTA cancels and the spots are released. Outside the window it is rejected and is resolved from Bookings.
• Cancellation from Bookings: if the company cancels or deletes a booking that came from a channel, only its passengers are removed from the departure (which goes ahead for the others) and the channel is notified. The notification is kept in Tasks; if it fails, it is retried from there. A canceled channel booking cannot be reactivated: the channel has to book again.
• What the channel changes: the departure, date and passengers of a channel booking cannot be edited from Bookings; notes and internal data can.
• Availability notifications: every hold, confirmation or cancellation sends the new inventory to the channels that sell that activity.
• Channel bookings: the table shows each hold and booking with its status, the gross amount, the commission and the net amount, and the link to the booking. At the top, the total per currency.

Settlements with the channel

The channel charges the traveler and pays the company the amount net of its commission. The integration's Settlements tab is the running account with that channel, by currency:

• Completed but unsettled: confirmed bookings whose departures have already taken place and are not in any settlement yet.
• Settled and receivable and Collected: the sum of the settlements issued and of the payments recorded.
• To be completed: confirmed bookings with a departure from today on. They are settled once they take place.

1. Issue the settlementWith New settlement you choose the currency and the departure date it goes up to. Before issuing it you see how many bookings are included and the gross amount, commission and net amount.
2. Reconcile them with the channelWith the arrow you see the bookings in each settlement and with the download icon, the CSV. With the magnifying glass icon you upload the OTA's payment report (CSV, the one each channel sends) and choose which column has the booking reference and which has the amount, whether it is net or gross, and whether decimals use a comma or a period. That choice is saved for future reports from that channel.
3. Review the differencesThe reconciliation shows how many bookings match and lists those that differ in amount, those missing from the report and those that are only in the report (with a note: whether they are in another settlement, unsettled, canceled or not from that channel). The latest result is kept in the settlement.
4. Record the paymentWith Charge you enter the date, the amount received, the payment reference and the treasury account it went into (in the same currency). The amount goes into that account as income, and each settled booking gets two payments: the net amount the channel paid and the commission it withheld, so the booking is fully paid. If the amount collected differs from the net amount, you have to give the reason (for example, bank fees): it is kept in the notes and the difference stays visible. Recording or reversing the payment also requires the booking payments permission.
5. If you made a mistakeWith the undo icon the payment is reversed: an expense for the same amount is recorded in the same account (transactions are not deleted), the payments are removed from the bookings and the settlement goes back to receivable.
6. Or void itA receivable settlement can be voided with a reason: its bookings go back to pending. A collected one cannot be voided: reverse the payment first.

Tickets and redemption

When a booking is confirmed, each passenger receives a ticket with a code (for example, ABP38-NYF8Y) that the channel prints on its voucher. The ticket is redeemed:

• With check-in: when the guide marks the passenger as present on the manifest (from Operations or from the guide app), their ticket is redeemed.
• With the code: in the integration's Bookings tab, under Ticket redemption, you search for the code and redeem it; the passenger is checked in. It is redeemed on the day of the departure, not before.

If the OTA's connector receives redemption notifications, it is notified 15 minutes later (it is kept in Tasks): if the check-in was marked by mistake and is undone before then, the ticket is valid again and nothing is sent. Tickets for a canceled departure are not redeemed. A booking with redeemed tickets has already been used: it cannot be canceled or modified, either by the channel or from Bookings. If it is modified before that, the previous tickets are no longer valid and new ones are issued. In the channel's booking list you see each booking's tickets and how many were redeemed.

Tasks and log

Every delivery is kept in Tasks. If the channel does not respond, it retries automatically after 1, 5 and 30 minutes; if it rejects the delivery (for example, an invalid credential), the task becomes Failed with the reason and you can retry it once you fix it. Record keeps every result. With Test connection you check the channel's credentials.

Stores and CMS

If you sell on your own site, connect it in the Stores and CMS group. DO Adventure sends it the content, the price and the departures with their available spots through each platform's API (no plugin needs to be installed) and the store takes payment: each paid order comes in as a booking, with the payment recorded.

1. Create the integrationIn Stores and CMS, Create integration on the platform you use.
2. Enter the credentialsIn Settings › Connection, with the store address in https://. Choose the store's currency and test the connection.
3. PublishIn Listings add the experiences (they have to be linked to an activity with departures and have a public rate) and publish them.
4. Receive ordersIn the Orders tab, Register webhooks in the store (WooCommerce and Shopify). In PrestaShop you do not need to: orders are checked automatically.
5. Optional: treasuryChoose the account the store pays into: each paid line adds an income entry and each refund, an expense in the same account.

• Paid order: DO Adventure reads the order again from the store (it never takes what the notification says) and creates a confirmed booking for each departure, with the customer as lead passenger, the amount the store charged and its payment. The booking appears in Bookings with the Web channel and adds the passengers to the manifest.
• Overbooking: if the store sold a spot that was no longer available (for example, it was sold on another channel before the stock was updated), the booking is made anyway because the customer already paid, and the order is marked Overbooked for you to resolve.
• Canceled or refunded in the store: its bookings are canceled (with no time limit, because the store already decided), the spots are released and the refund is recorded. If a line was removed, that booking is canceled; if part was refunded, the order is flagged for review.
• Awaiting payment (in WooCommerce, "On hold", for example a bank transfer): the store has already taken the seats, so the booking is created with a balance due and the order shows Booked, payment pending. When you mark it Processing or Completed in the store, the payment is recorded.
• Payment pending (unpaid cart): nothing is booked, but the buyer is added to the CRM with an open opportunity.
• In the CRM: each order is an opportunity with the buyer as contact (matched by email or phone). It moves with the order: open while payment is due, won when paid (the contact becomes a customer) and lost if cancelled or refunded. Its bookings are linked.
• Repeated orders: the same order never creates two bookings; if something failed, fix it and tap Reprocess.
• Stock: every booking from a channel updates the spots in the store right away; direct sales and other changes to departures are reflected within 15 minutes (automatic sync is turned on by default).
• Paused integration: incoming orders are saved and processed when you reactivate it.
• Security: WooCommerce and Shopify notifications are only accepted with a valid signature; the store address has to be https:// and cannot point to a private network. Credentials are stored encrypted.

Content analytics

What's happening with your catalog, your inquiries and your proposals, and what to improve first.

Analytics

In Content › Analytics you see what's happening with your catalog: how many times it loaded on your site, which experiences people clicked, how many inquiries came in and how many ended in a sale, how your proposals are doing and whether syncing with your channels is working. You choose the period (7, 30 or 90 days, 12 months or custom dates) and each number is compared with the previous period.

• Visits and clicks: a visit is each load of the embeddable catalog; a click is a press of a card's button (inquire or see more). The preview from the app doesn't count. Only numbers are stored: no IP addresses or personal data.
• Inquiries and conversion: inquiries from the catalog and the API, the visit → inquiry conversion, and how many ended in a won opportunity in the CRM.
• Proposals: the funnel (sent in the period, how many of them the client opened, accepted), the acceptance rate, the average response time, the accepted amount (the total of the version the client accepted) and the bookings created from proposals.
• Integrations: successful and failed syncs per channel. Bookings per channel appear once a connector imports them; for now they show "no data".
• Content with the most interest: the experiences with the most inquiries, clicks and API reads, with their completeness, so you know what to improve first.

Charts have a Table view with the same numbers. The Content on the dashboards panels on the Management and Sales dashboards show the same for the last 30 days.

Companies and contacts

The base of clients, agencies, suppliers and partners you work with.

Companies

Each company has an industry, a location with a map, tax details and its associated contacts. Its record has tabs for Contacts, Tasks, Opportunities, Bookings and History. Tasks, opportunities and bookings include those of the company and those of its contacts. Each record opens in its side panel without leaving the company record, and from the tabs you create tasks and opportunities already linked to the company.

Data is edited panel by panel, as in the profile: Identification, Contact details and Notes (General tab), Address (Location) and Commercial terms (Financial) each have their own edit. You need the permission to edit companies.

History brings together in a timeline the emails, WhatsApp messages, logged calls and meetings, tasks, opportunities and bookings, and changes to the record. You can filter by type.

Account team

Companies and contacts are assigned to the sales team in General › Account team with Assign. Each account can have several:

• Owners: manage the account.
• Supervisors: oversee the owners' work.
• Watchers: follow the account without being in charge.

Whoever is added gets a notification. You need the permission to edit companies or contacts.

Contacts

Each contact has a type:

The contact record shows personal and contact details on the left, and on the right their bookings, open tasks and opportunities, and the account team. At the top right are the shortcuts to call, message on WhatsApp or email, and the button to delete the contact. Personal details, contact details, notes and address are edited panel by panel, with edit on each one. As with companies, it has tabs for Tasks, Opportunities, Bookings and History.

Communication and history

In the contact record, the Communication tab shows sent and received emails, grouped by conversation, and WhatsApp messages. From there you can reply or write a new one without going to the inbox. The History tab brings together all of the contact's activity in chronological order.

Opportunities

Tracking each potential sale, from the first inquiry until it's won or lost.

The board

In CRM › Opportunities opportunities are shown in columns by stage. The default stages are Prospect, Contacted, Quoted, Negotiation, Won and Lost, and you change them in Pipeline, where each stage can be marked as won or lost. At the top you see how many are open, the pipeline amount and the amount won. Each card shows the amount, the contact, the probability and the estimated close date; drag it to change its stage.

The opportunity's outcome (open, won or lost) follows its stage: moving it to a won stage makes it won, and to a lost stage, lost. Each stage change is recorded in the activity.

Inside an opportunity

A click opens the panel with the stage at the top (tap it to change it), the deal (amount, probability, estimated close date, source), the contact and company, the description and the activity: team notes and everything that happened, such as proposals sent and opened by the client.

• Probability: calculated automatically from the stage (100% in the won stage, 0% in the lost stage).
• Mark lost: the button in the panel (or dragging the card to the lost column) asks for the loss reason: price, dates or availability, chose another operator, no response from the client, canceled the trip, or other, plus an optional detail. The reason is shown in the panel and in the activity. To reopen it, choose another stage.
• Source: direct, email, referral, web or WhatsApp. Inquiries from your site come in automatically with source Web and marked "unverified".

From opportunity to booking

For custom trips, build a proposal linked to the opportunity: when the client accepts it, Convert into booking creates the booking. If you don't use proposals, create the booking from Bookings with the same client.

Tasks

The team's to-dos, linked to companies, contacts, bookings or departures.

Three views

The task

The statuses are Pending, In progress, In review, Done and Canceled: In review lets another person check the work before closing it. The types are Task, Call, Email, Meeting, Reminder, Follow-up, Issue and Approval.

The task panel has the status at the top and tabs: Data, Dates, Checklist, Dependencies, Comments and Alerts (email notice, in-app notification or both).

Working in the Gantt

• Move dates: drag the task's bar.
• Open the task: click without dragging.
• Dependencies: if a task depends on another, the system calculates the critical path and highlights it. A delay in those tasks delays the whole project.

A task's emails

The Emails tab inside the task shows the messages linked to it, useful when the task is waiting for or sending a reply.

Calendar

Events, meetings, calls, tasks, bookings and departures in an hourly, monthly or list calendar. And a link so a client or supplier can pick a free time slot.

Views

• Day and Week: hourly grid. Each item takes up its real length; anything that lasts all day (or several days) goes in the top strip. The red line marks the current time.
• Month: up to three items per day and +N more; tap the day number to see it by the hour.
• List: what's coming up in the next 30 days, day by day.

On the left: the mini calendar (days with something on them have a dot), the To confirm requests, My calendar or General (only with the permission to view the general calendar) and what to show. On a phone, all of that opens with the settings button in the header and the calendar starts on the day view.

Create

In the grid, tap a time slot (creates one hour) or drag to choose the range; you can also use New. A panel opens with:

If you close the panel with unsaved changes, it asks for confirmation.

Tasks

With Task there are two options:

• Link an existing one: search for it by title or code. A block is added to the calendar to work on it and the task stays as it is. With Move the task to this time, on the other hand, the task itself moves to that start and due date (only your own open tasks, with permission to edit tasks); Undo appears at the top to go back to the previous dates.
• Create a new one: continues in the usual task form (the CRM one), with the chosen title, start and due date, and assigned to you.

Open a record

Clicking an item opens its panel without leaving the calendar:

• Task: the same editing panel as in the CRM.
• Booking: its record with lead passenger, services, payments and balance. To edit it, Open in Bookings.
• Departure: the Operations resources and manifest panel.
• Event: its details, to edit or delete it: contact, linked task (opens with one click), whose calendar it's on and, if it came through a link, the guest's details.

Share your availability

To set up a meeting or call with a client or supplier without back-and-forth messages: Share creates a link where the other person sees only your free time slots (never titles or details) and picks one. Each link has its own limits:

Free time slots come from your calendar: events, meetings and calls, meeting or call tasks with a set time, and departures where you're the guide. From each link: Email (opens the editor with the message and the link), WhatsApp (opens the chat with the message; without a phone number, it copies it), View as guest, Pause and delete.

Confirm a request

When the guest picks a time slot and leaves their name and an email or phone number, the slot is held as pending (striped) and you get a notification. Open it and tap Confirm (they get an email with the event for their calendar) or I can't, with an optional message, which frees the slot and offers them another one if the link is still open. Afterwards you can also let them know on WhatsApp.

Bookings

A booking brings together the lead passenger, the passengers, the contracted services and the payments.

The bookings board

Bookings are shown in columns by status: Draft, Confirmed, In progress, Completed and Canceled. Each card shows the code, the total, the lead passenger, the company, the passengers, the dates, how much has been collected and the salesperson. Drag a card to another column to change its status; canceling asks for confirmation. With the search box you filter by code, lead passenger or company.

Clicking a card opens the booking details full screen. To find another one, use Back to bookings.

The General tab brings together the trip (name, channel and dates), the lead passenger, the number of passengers, the client and team (company, branch, salesperson and supervisor) and the notes. Each panel is edited in place with edit. Whatever changes prices (rate sheet, currency, discounts and collaborators) is in full edit, inside the Client and team panel.

Create a booking

1. Lead passengerChoose an existing contact or add a new one.
2. ServicesAdd the items: activities on existing departures, transfers, accommodation or other services. The price comes from the default rate sheet or the one you choose.
3. PassengersEnter each person's details. Health details and emergency contacts are important for operations and safety.
4. ConfirmationWhen you confirm, departure spots are deducted, the operation is generated (see below) and you can send the confirmation email to the lead passenger.

When the operation is generated

While the booking is in Draft it's still being quoted: no departures are created, no equipment is reserved and transfers don't show up as pending in Operations. When you move it to Confirmed, each in-house service with an activity and date is confirmed and generates its private departure with the passengers, with the equipment reserved. If the service was added to a scheduled departure (shared with other bookings), only its passengers are added to the manifest and they take up spots in the capacity. If the booking is later canceled, its private departures are canceled; from a scheduled departure only its passengers are removed and the departure goes ahead for everyone else.

Passengers by type in each service

When you add a service you enter how many adults, children, infants, seniors and people with disabilities are going. What's entered in the booking is suggested and you can adjust it per service. If the rate has rules by passenger type, each type shows how much it pays (for example, Doesn't pay for infants) and the total is calculated automatically.

Passenger nationality and flag

The nationality of the lead passenger and of each passenger is chosen from the list of countries, which shows each country's flag and can be searched by typing the name. Once set, the flag in a circle appears next to the passenger's name on the booking card, the header, the General and Passengers tabs, the departure manifest, the emergency panel and the field app. If the nationality was typed by hand (for example "argentino" or "USA"), it's recognized too.

Groups: free spots and rooms

If the rate has group conditions, the total automatically deducts the free spots and the breakdown is shown below: subtotal, how many go free and how much is deducted. For rates per room per night you also enter the number of rooms, which is what counts toward free rooms.

Transfers

If the booking includes transfers (airport, hotel), the system turns them into operational transfer departures with the item's details: time, origin, destination and passengers. For flights, you can enter the flight number and the system looks up the updated schedule.

Payments

Record each payment (deposit, balance, installments) with method and date. The outstanding balance updates automatically and the booking appears in accounts receivable until it's paid off. When you record a payment you can send the client a payment received notice.

To collect online, Generate payment link creates a Mercado Pago or Stripe link for the balance, a deposit or an installment; when the client pays, the payment is added automatically. See Online payments.

Draft invoice and current account

When you confirm a booking, its draft invoice is generated automatically, with the current services, the VAT (IVA) of each one and the booking discount, and the entry is recorded in the client's current account (the company or the lead passenger). The invoice uses the legal entity and point of sale of the booking's branch.

• If the services change while the invoice is still a draft, it's rebuilt automatically.
• If the booking is canceled, the draft and its current account entry are deleted.
• If the invoice has already been issued, it isn't touched: the system warns you that a credit note is needed.

The booking's documents are shown at the bottom of the Services tab; tap one to open it in Invoicing, review it and issue it.

Voucher

The voucher is the passenger's document: the trip details, the passengers and each service with date, time, meeting point, route, accommodation, language, guide, vehicle, instructions and the supplier's confirmation number. It doesn't show prices or payments. The booking notes appear as information for the passenger; internal notes don't. It carries the company logo and can be printed or saved as a PDF.

Communication

The booking's Email and WhatsApp tabs show only the messages for that booking, not the client's whole history.

Operation

The Operation tab shows the booking's departures and transfers. For an in-house service with an assigned activity, + Generate departure in Operations creates the private departure with the booking's passengers (see Departures).

Lesson12 minutes · Sales

Enter and confirm a booking

Goal

Record a sold trip, collect the deposit and leave it ready to operate and invoice.

Before you start

• The channel's published rate sheet.
• The details of the lead passenger and the passengers.

1. New bookingIn Bookings, New booking: choose Individual (B2C) or Company / agency (B2B) and the rate sheet.
2. General detailsTrip name, sales channel, dates, branch, agent and supervisor. It stays in Draft.
3. Lead passenger and passengersThe lead passenger (and whether they're also traveling) and each passenger with their health details and emergency contact.
4. ServicesAdd each service with its date and the passengers by type; the price comes from the rate sheet.
5. Collect the depositIn Payments, Record payment or Generate payment link.
6. ConfirmMove the booking to Confirmed: the draft invoice and the current account entry are generated.
7. OperationGenerate the departures for in-house services and review the transfers.

Fields

Field	What it's for
Client type	Individual or company/agency: defines which rate sheets are used for the quote.
Rate sheet	Where the prices come from. If it isn't published, the system warns you.
Trip name *	How the booking is identified.
Sales channel	Direct, agency, web…
Status	Draft when created.
Start and end dates	Of the trip.
Branch, agent, supervisor	Who sells and supervises; the branch defines the invoicing entity.

ResultThe confirmed booking appears on the board, in accounts receivable and, with its departures, in Operations.

If something goes wrong

• I can't confirm: you need the "Confirm bookings" permission.
• The invoice was already issued and I changed services: issue a credit or debit note from Invoicing.

Booking templates

The trips you sell often, built once day by day. With a template, entering the booking is just choosing the date, the passengers and the lead passenger.

Where they are

In Sales › Booking templates. They use the same day-by-day editor as the itinerary templates in Content: each day with its title, description and services from the rate sheets (activities, accommodation, meals, transfers) or custom ones, with time, price and cost. On the right you enter passengers by type, rooms, the rate sheet the prices come from and an adjustment on the sale price; at the bottom, the totals and the margin.

They're separate from the ones in Content: a booking template doesn't appear in Content or in proposals, and vice versa. When you create a new one you can start from scratch, from another booking template or, if you have access to Content, from an itinerary template.

Create the booking

With Create booking (on the card or in the editor) you choose:

• The date of day 1: each service lands on its day's date and you can see when the trip ends.
• The passengers by type and the rooms: prices are recalculated with each rate's rules.
• The lead passenger: first name, last name, email and phone number.

A booking is created in Draft with one item per service with a price (optional services, free time and recommendations aren't carried over), each with its date, time, rate, supplier, cost and VAT, and it opens in Bookings. In-house services stay linked to their activity: when the booking is confirmed, Operations generates their departures as with any booking.

How Operations works

Operations turns what you sold into services that run smoothly: each departure with its people, its vehicles, its equipment and its safety information. This page explains the full cycle and where to see each part.

The life cycle of a service

1. The activity defines how it operatesIn Activities you enter the guide-to-passenger ratio, whether it requires a driver, and the logistics: the equipment, supplies and vehicles each departure takes. Everything the system checks later comes from here.
2. The departure is createdIt's created manually from Departures or the calendar, generated from a regular departure, or created from a booking with an in-house service (see Departures).
3. Passengers arriveConfirmed bookings fill the manifest. If a booking changes its number of passengers, the departure is flagged with a changes from Bookings notice.
4. Resources are assignedGuides, drivers, vehicles, equipment and supplies (see Resource assignment). The system calculates what's needed and what's available.
5. Alerts are resolvedAs long as something is missing, the departure shows a red triangle on the board, the list, the calendar, the Operations dashboard and the field app.
6. The team operates from the appThe guide starts the departure, does check-in, records incidents and finishes it (see Mobile app).
7. Wrap-upSupply consumption, mileage and fuel are recorded, and confirmed suppliers generate their accounts payable.

The module's tabs

Who does what

Departures

A departure is a specific occurrence of an activity: date, time, capacity, passengers, team and resources. This page explains how departures are created, how they're displayed and what each status means.

Where each departure comes from

Calendar: the month's departures

The Departures Calendar tab shows the month in a grid, with the same layout as team availability: one row per activity and one column per day. Each cell shows how many departures there are that day; today is highlighted in the header and past days look lighter.

• Blue: there are departures. Red with a triangle: at least one is missing something it needs to run (guide, driver, vehicle, equipment or consumables). Dotted: a regular departure that hasn't been created yet.
• Hovering with the mouse (or with keyboard focus) shows the details: service, time and status, passengers with their flag, guides, vehicle and driver, and what's missing.
• A click opens the departure's panel. If the cell has several, or an uncreated regular one, the details stay pinned so you can choose which one to open or tap Create departure.
• A click on a free day from today onward opens New departure with that activity and that date.

Statuses

Completed, cancelled and postponed departures stop calculating shortages: the equipment has already been returned or isn't being used.

Changing the status from the office

In the departure's panel, the status at the top is a button: tapping it shows only the changes allowed from the current status.

Board, list and calendar

At the top there's a counter per status. The All statuses selector filters both views.

• Kanban: one column per status. Each card shows the activity, date, meeting point, occupancy (enrolled over capacity) and, if something is missing, the red box with the details. The card's buttons open the manifest, the resources, editing and deletion. With Columns you choose which statuses to see.
• List: the same departures in rows (including postponed ones), with the changes from Bookings notice at the top.
• Calendar: year, month, week or day. The day view shows the timeline with each departure and its guides.

The departure panel

When you open a departure you see its header (activity, date, time, meeting point and passengers) and three tabs:

• Resources and team: what's missing, guides, drivers, outsourced guides, vehicles, equipment and supplies. See Resource assignment.
• Manifest and medical forms: passengers with their ID document, contact, emergency contact, and whether their medical form has been filled in. A red dot on the tab warns of missing forms.
• Third-party services: transport, guides or other services requested from suppliers. See Third-party services.

Lesson5 minutes · Operations

Create a one-off departure

Goal

Schedule a departure of an activity for a date, with the resources you already know are going.

Before you start

• The activity set up, with its logistics.
• Permission to create departures.

1. Open the formIn Operations › Departures tap New departure, or in the calendar tap + Add on the day and choose One-off departure.
2. Choose the activityThe name is suggested automatically from the activity and the date, and the capacity is taken from the activity. You can change both.
3. Fill in the date and timeDate, start time and, if applicable, end time and pickup window.
4. Choose available resourcesThe guides, drivers and vehicles for that date appear below. Those already on another departure that day show a lock and the name of the other departure, and can't be selected.
5. SaveThe system reserves the equipment from the activity's logistics for the capacity, as far as that day's stock allows. If something falls short, it shows it before closing.

Fields

Field	What it's for
Activity *	Defines the logistics, the guide ratio and whether a driver is required. It can't be left empty.
Departure name *	How it appears on the board, the calendar and the app.
Date * and Start time *	When it leaves. Resource availability is calculated for that day.
Departure type	Regular (open to several bookings) or Private (one group).
End time	For the day's timeline.
Pickup window	The time range for picking up passengers, for example 08:00 to 08:30.
Max. capacity	The capacity. As long as nobody is enrolled, equipment is calculated for this number.
Meeting / pickup point	The team sees it in the app and the passenger in their communications.
Available resources	In-house guides, drivers and vehicles that are free that day.

ResultThe departure appears in the Scheduled column and on the calendar. If something is missing, it already shows the red triangle.

If something goes wrong

• "Insufficient stock" appears when saving: the departure was still created. Restock or transfer stock between warehouses, then complete the assignment from the departure's panel.
• A guide doesn't appear: check that their profile is active in Guides & Staff and that their role isn't driver.

Lesson8 minutes · Operations

Schedule a regular departure and create its dates

Goal

Have an activity that always runs on the same days and create each date when you need it.

Before you start

• The activity set up.
• The days of the week and the fixed time.

1. Create the templateIn Departures › Regular tap New regular departure. Choose the activity, days of the week, time, capacity, meeting point and validity period (from, and optionally until).
2. Look at the dates on the calendarThey appear with a dotted border on the matching days. They aren't departures yet.
3. Create the dateTap the dotted date: the regular departure's panel opens. Check the date and tap Create departure for this date.
4. Check the shortagesThe new departure is Scheduled, with equipment and supplies reserved according to the logistics, as far as stock allows. Complete guides and vehicle from its panel.

ResultEach created date is an independent departure: you can change its guide or capacity without affecting the others.

If something goes wrong

• The day doesn't match the template's days: the panel warns you; you can still create it as an exception.
• A departure from that template already exists that day: the system doesn't duplicate it; open the existing one from the calendar.

Resource assignment

How the system calculates what each departure needs, how guides, drivers, vehicles, equipment and supplies are assigned, and what it checks in each case.

The Resources and team panel

It opens when you tap a departure or the resources button on its card. From top to bottom:

1. What's missing, in a red box, using the same rule as the board and the app.
2. Guides and Drivers & Transport: you select them by tapping the name. At the top right you see the activity's ratio (for example 1:7 pax/guide).
3. Outsourced guides: external guides with a name and details, without a profile in the system.
4. Vehicles: you check your in-house vehicles and enter a quantity and a note (for example the internal number).
5. Equipment and supplies: the departure's logistics table.

Changes to people and vehicles are saved with Save resources; changes to equipment and supplies, row by row.

Guides: the activity's ratio

A departure needs at least one guide and, in addition, one for every so many passengers according to the activity's Guide ratio (if it isn't set, 1 per 8). Enrolled passengers are counted.

If the activity has Requires a certified guide turned off, this isn't checked. People assigned with the driver or transport role don't count as guides.

Vehicle and driver

• A vehicle is needed if the activity has Requires driver checked or if its logistics include a mandatory (not optional) vehicle.
• A driver is needed in those same cases, and also when you assign an in-house vehicle even if the activity doesn't require one: someone has to drive it.
• An outsourced vehicle comes with its own driver: if all of the departure's vehicles are outsourced, no driver is required.
• Capacity: the panel shows how many seats the selected vehicles add up to versus the passengers (for example "12 seats for 14 pax", in red if it falls short). If all the vehicles are in-house, have their capacity set and fall short, the departure adds the shortage Vehicles have N seats for M passengers. With an outsourced vehicle or without capacity set, this isn't checked.

Availability of guides, drivers and vehicles

Leave: anyone on leave that day (or during a time slot that overlaps with the departure) can't be assigned anywhere: they appear in red with the reason and the system rejects the assignment. Leave is scheduled in Guides & Staff or from the app.

In addition, the occupancy check (being on another departure the same day) depends on where you assign:

Equipment and supplies: how much is needed

What's needed comes from the activity's logistics (the activity's Logistics and equipment tab). Each line linked to a warehouse product has a quantity and a rule:

• Passengers: enrolled passengers are used; if there aren't any yet, the departure's capacity. In the panel you can recalculate with another number in Calculate for … pax, and go back with use enrolled.
• Optional items: lines marked as optional don't generate shortages.
• Vehicles in the logistics: they aren't counted as equipment; they're checked under Vehicle and driver.

How much is available

A product's availability for a departure is its total stock across all warehouses minus what's committed to other departures:

• Equipment (used and returned): what's assigned to other departures on the same day is deducted, plus anything handed out and not yet returned, whatever its date.
• Supplies (consumed): what's reserved and not consumed by departures on that day or earlier is deducted. Later departures don't take stock away from this one.
• Expired units don't count as available.

With that, each row in the table shows one of these statuses:

Assign, release and consume

• Assign a row: with the − and + buttons (it won't let you go over what's available) and Save.
• Assign everything needed: reserves in a single action what's pending for each product, as far as stock allows.
• Remove: the row's trash can releases the assignment, if nothing has been consumed yet.
• Record consumption: for supplies. You choose which warehouse each one comes from (you can split it across warehouses) and the system deducts the batches that expire first; it never consumes expired units.
• Release what wasn't consumed: if some of what was reserved is left over, from the same consumption panel you return the rest to available stock.

Lesson10 minutes · Operations

Get a departure ready to go

Goal

Make sure the departure has no shortages: guides, driver, vehicle, equipment and supplies.

Before you start

• The departure created, with its passengers.
• Stock loaded in the warehouses.

1. Open the departureFrom the board, the list, the calendar or the Operations dashboard. At the top you'll see the red box with what's missing.
2. Assign the guidesTap the names until the ratio is covered. First check that they aren't on another departure that day.
3. Assign driver and vehicleIf the activity requires it or if you'll use an in-house vehicle. If transport comes from a supplier, request it in Third-party services.
4. Save resourcesWith Save resources. The guide, driver and vehicle notices disappear.
5. Complete the equipmentScroll down to Equipment and supplies. If there are rows in orange, tap Assign everything needed.
6. Resolve what falls shortRows in red need stock: transfer it from another warehouse with a delivery note, or buy it. When the stock comes in, go back to the departure and assign it.

ResultThe departure no longer shows the red triangle on the board, the calendar, the Operations dashboard or the field app.

If something goes wrong

• The + button won't go up: you've already assigned everything available; the rest is a stock shortage.
• A guide is still missing: drivers don't count as guides; check the role in the profile.
• Available is lower than stock: hover over the number: it shows the total stock and what's committed to other departures.

Lesson4 minutes · Operations

Record supply consumption

Goal

Deduct from stock what was used on the departure (water, packed meals, blankets) and release what was left over.

Before you start

• Supplies assigned to the departure.
• Know how much was used and which warehouse it came from.

1. Open Record consumptionIn the departure's panel, Supplies section.
2. Choose the warehouse for each supplyEach line shows what's reserved and what's pending. If it came from two warehouses, tap Take part from another warehouse.
3. Adjust the quantityIf less than what was reserved was used, enter the amount used.
4. ConfirmWith Confirm consumption. If there's some left over, tap release what wasn't consumed.

Fields

Field	What it's for
Warehouse	Where it's deducted from. Shows how many unexpired units it has.
Quantity	The amount used. It can't exceed what the selected warehouse has.

ResultStock goes down in the selected warehouse, starting with the batch that expires first, and the row changes to Consumed.

If something goes wrong

• "Has no unexpired units": the warehouse only has expired units. Write them off in Products and consume from another warehouse.

Operations alerts

Everything the system warns you about in Operations: what triggers it, where it appears and how it's resolved. No alert can be dismissed manually except where noted: they go away when the cause is fixed.

Departure alerts

Completed, cancelled and postponed departures don't generate these alerts.

Safety alerts

Logistics, fleet and supplier alerts

Operations dashboard

The start-of-day screen for coordinators: what's going out today, what's missing, who's in the field and what alerts there are.

It's in Dashboards › Operations (or in Start for people who have that dashboard as their default).

What it shows

• Indicators: today's departures and transfers, today's passengers, pending tasks and tomorrow's departures.
• Today's departures: with filters (all, private, regular) and a transfers tab. The Upcoming services button opens the month's departures in a panel, in the same grid as the Departures calendar: hovering over a cell shows the service, the passengers and the assigned resources, and a click opens the departure. Each row shows time, service, passengers, guides, vehicle and driver, status and what's missing (hover over the triangle to see the details). A departure with an open emergency is marked in red. A click opens its panel without leaving the dashboard.
• Safety alerts: open emergencies, unclosed incidents, today's departures with shortages and transfers without a driver. Each alert opens what needs to be resolved. Below, shortcuts to the protocols.
• Bookings in progress: below today's departures, the bookings that are underway today. A click opens the booking's timeline with access to each service's resources. See Bookings in progress.
• Tomorrow: the next day's departures, so you can prepare in advance.
• Operational tasks: pending, in progress and overdue; each number takes you to the filtered list.
• Guides, drivers and vehicles: who and what is assigned today, on which departure, whether it's in progress and whether it's reporting GPS, with direct calling and messaging.
• Operational tracking: the map with the location sent from the app by departures in progress.

Today's departures and bookings in progress together take up the height of the right-hand column (alerts, tomorrow and tasks). Each panel has a fixed height and its list scrolls inside, so the dashboard doesn't stretch when there are many.

Bookings in progress and service orders

The bookings your customers are experiencing today, service by service, and the service order the guide or transport provider takes on each departure.

What a booking in progress is

A confirmed or in-progress booking whose period (from the first to the last service) includes today, according to your branch's time zone. For example, a 6-day trip that started the day before yesterday is on day 3 of 6.

They appear in three places:

• Dashboards › Operations, below today's departures.
• Dashboards › Sales, so salespeople can follow their customers while they travel.
• Operations › Bookings in progress, with the day of the trip and the next service for each one.

The booking timeline

A click on a booking opens its timeline: the lead passenger's details, the number of passengers, the agency or channel, each passenger with their nationality flag and, day by day, each service with its time, the place or flight, the supplier and the status of its resources. Each service type has its own color (transfer blue, excursion green, lodging purple, food and dining orange).

Order of the days: today always comes first, highlighted (even if it has no services); then the upcoming days and, at the end, under Completed days, the ones that have passed, in gray and without actions.

Assign resources opens the same resources panel as the departure or transfer: you assign guides, drivers, vehicles and equipment and, when you close it, you return to the timeline with the updated status. Today is marked with Today.

Service order (PDF)

It's the document the guide or transport provider carries: who provides the service and with what, at what time and whom they're taking. It's issued from the departure or the transfer:

• Full: with all the departure's bookings. The Service order button in the header of the departure's panel, or Order on the departure's card.
• For one booking: only that booking's passengers. From the departure's manifest (Booking service order, next to the code) or from the booking's timeline.

It includes:

• The company's logo and details, plus the details for operational documents (file number, permits) that you enter in Company › Data.
• Guide, transport provider, driver, vehicle, permit (license plate) and meeting point.
• Date, time (the pickup time if there is one), service (regular, private or transfer) and the departure's notes.
• One row per booking: lead passenger and code, number of passengers, hotel or meeting point, and agency. With no agency, it's a direct sale.
• A blank notes box and the signature of the person in charge.

Transfers

Passenger movements between the airport, the hotel and the meeting point. They come from the transfer services in bookings and are run like a short departure with a driver and a vehicle.

The Transfers tab

It shows the transfers for a date (today by default), with a status filter. Each row has the name, the booking and the lead passenger, the route, the time, the passengers, the flight and the vehicle. The padlock means it is private.

At the top, in orange, you see the booking transfers without an operation: transfer services from confirmed (or in-progress) bookings for that date that don't have a driver or vehicle yet. Draft bookings don't appear: they are still being quoted. The Create operation button opens the panel with the booking details already filled in.

For a transfer without a booking (an internal movement, a passenger who isn't in the system), + New transfer opens the panel with a form: date, departure and arrival time, origin, destination, passengers, flight and an optional name (if you leave it empty, it is built from the origin and the destination). It is created as Scheduled, and then you assign a driver and a vehicle, or a supplier.

The transfer panel

• Info: origin, destination, time, passengers, flight, booking, lead passenger and the vehicle specified in the booking. Below it, the Operational status: Scheduled, Confirmed, In progress, Completed, Cancelled or Postponed.
• Resources: guide, driver and vehicle, one of each. Each option says whether it is Free, Busy that day or In progress; busy ones can't be selected.
• Supplier: if the transfer is outsourced, check This transfer is outsourced and pick the supplier from the catalog or type its name and the driver's name. You also create the service order from here.

Third-party services and confirmation

When a departure needs transportation, an external guide or another contracted service, you request it from the supplier and they confirm it from a link, without a user account.

How it works

It is in the Third-party services tab of the departure panel. The list shows only the suppliers for the activity's destination.

Request statuses

Third-party services: supplier orders

The formal order to a supplier (transfer, lodging, catering, external guide…) linked to a departure. It belongs to Operations: it isn't created or shown from the booking. The supplier confirms it from a link and, once confirmed, the account payable is created.

Where they are

In Operations › Third-party services (formerly "Service orders") you see all of them, with filters by type, status and dates. You can also create and view them from a departure (third-party services), from a transfer and, in the supplier's profile in CRM, under Current account.

Create an order

Choose the service type and the supplier; if the supplier has a rate sheet, you can take the price from there. If you didn't open it from a departure, find it in Departure. Fill in the date, passengers, units, price, discount and VAT (IVA): the total is calculated to the cent. The instructions are sent to the supplier.

From draft to completed

1. DraftIt can be edited or deleted.
2. SentWith Approve and send to supplier, they get an email with a link valid for 7 days. If they don't have an email or the company has no email account set up, the system shows you the link so you can copy it and send it via WhatsApp.
3. Confirmed or rejectedThe supplier responds from the link, with a comment. If they answered you by phone, record it with Confirmed or Rejected. A rejected order can be corrected and sent again.
4. CompletedWhen the service has been provided.

Once confirmed, the account payable to the supplier is created in Treasury › Accounts payable, due 15 days after the service. If the order is cancelled (always with a reason), that account is voided; if it already has payments, the payments must be voided first.

Logistics: storage and products

The inventory of equipment and supplies: how much there is, in which warehouse, how much is committed to departures and what is expiring.

The Logistics sections

At the very top, four counters: equipment items, products with low stock, vehicles and active vehicles.

Storage

Storage views are consolidated: each product with its total, its minimum, what is in use or reserved, the available amount and the breakdown by warehouse. The counters at the top filter the table (out of stock, below minimum, expiring). You can search by name, code, brand or model and filter by category and warehouse.

Assigned resources

The list of everything assigned to departures: item, category, departure, date, assigned, needed, whether something is missing and status (reserved, confirmed, handed over, returned). You can filter by date. When the gear goes out, Hand over marks it as handed over to the guide or the vehicle; when it comes back, Return marks it as returned to the warehouse. You can do the same from the equipment table in the departure panel. From here, Sync assignments goes through upcoming departures and creates any missing equipment assignments when there is stock for the full quantity (see Assign, release and consume).

Products

In Operations › Logistics › Products you see all items with their code, storage (equipment or consumables), category, warehouse, stock, minimum and expiration date. Those below the minimum appear in the low stock alert. The code (EQ-0001, CO-0001) is assigned automatically when the item is created.

Categories and units of measure

Each item has a category (for example Safety, Camping, Food) and a unit of measure (unit, pair, kit, kg). The full lists are managed in Parameters (company menu). If, when adding a product, the category or unit doesn't exist, create it right there with the + button next to the field: type the name, confirm with the check mark and it is selected. Categories belong to each storage.

Lots and expiration dates

The same product can have several lots, each with its number and expiration date, in one or more warehouses. Lots come in when you receive a delivery note or a purchase (enter the lot and expiration date on each line) or with the product's initial stock. The layers button on each row opens the product's lots.

• First to expire, first out. When consuming on a departure, the system deducts from the lot that expires soonest.
• Expired stock isn't consumed. Expired units are excluded from what is available for departures.
• Alerts. At the top of the list you see expired lots with stock (in red) and those expiring within the product's warning days (in orange). Tap one to open it.

Write off

When gear breaks, wears out or gets lost, or a consumable expires, it is written off: it isn't deleted. With the write-off button you choose the warehouse, lot, quantity and reason (breakage, wear, expiration, loss or other) and write an explanation, which is required. The write-off deducts the stock and is recorded in the Write-off history with the date, user, lot and reason. If the product runs out of stock, its status changes to Removed.

Warehouses, delivery notes and purchases

Where the stock physically is and how it comes in, goes out and moves. Every stock change is backed by a delivery note, a purchase, a consumption or a write-off.

Warehouses

Each warehouse is a physical place (office, boat base, shed). The card shows how many items, equipment and consumables it holds, the address, the person in charge and how many items have low stock. You create one with New warehouse: name (required), address, person in charge, phone, email and notes.

Delivery notes

The delivery note is the document for each movement. Stock moves when it is received, not when it is created.

1. DraftIt is entered and can be edited.
2. IssuedWith Issue delivery note. It is pending receipt.
3. ReceivedThe person receiving it enters their name and confirms. At that moment the stock moves, only once.

Purchases

The purchase order to a supplier of equipment or supplies. With Upload invoice, the system reads the supplier's invoice and proposes the purchase with its lines for you to review.

1. DraftSupplier, receiving warehouse, dates, currency, invoice and lines with quantity, price and VAT (IVA).
2. ApprovedWhen you approve it, the draft income delivery note is created with the same lines.
3. ReceivedWith Mark received, that delivery note is received and the stock enters the warehouse.

Lesson7 minutes · Logistics

Buy and receive goods

Goal

Restock supplies and have the stock enter the right warehouse with its lot and expiration date.

Before you start

• The supplier set up.
• The products created.

1. Create the purchaseIn Logistics › Purchases, New PO or Upload invoice.
2. Fill in the linesProduct, quantity, unit price and VAT (IVA). The total is calculated to the cent.
3. Approve itThe draft income delivery note is generated.
4. When the goods arriveOpen the purchase and tap Mark received. Enter the lot and expiration date on the delivery note if applicable.

Fields

Field	What it's for
Supplier	Who you buy from.
Receiving warehouse	Where the stock goes in.
PO date and Estimated delivery	When it was ordered and when it arrives.
Invoice no. and date	The supplier's invoice.
Currency	Of the purchase.
Lines	Product, quantity, unit price and VAT (IVA).

ResultStock goes up in the warehouse and departures missing that product can get it assigned.

Fleet

Your own vehicles: their details, insurance, service, claims, mileage and expenses.

The cards

In Logistics › Vehicles, each vehicle shows its type, license plate, seats, mileage and the kilometers left until the next service (in orange when 1,000 or fewer remain). Below that, the current insurance, the next service and open claims. If insurance has expired, service is overdue or there are open claims, the status changes to Active · check.

The vehicle profile

For the whole fleet's history and expenses with accounting, see Each vehicle's history.

Mobile app for guides and drivers

The field team's tool: their departures, the passengers, the checklist, the vehicle and the emergency button. It works without signal and sends everything when the connection is back. The office sees in the system the same information entered from the phone.

Access

The app is used by guides and drivers who have a profile in Operations › Guides & Staff. To give someone access:

1. Enter their email in the profileIn Guides & Staff, open their profile and fill in the email under Contact information: it is their app username.
2. Turn on the field appWith the switch in the Field app block. If they didn't have a user, one is created with a temporary password that you copy or email to them (see Field app access).
3. Assign them to departuresFrom the departure, in Resources, as a guide or driver. They only see the departures they are assigned to.
4. Have them install the app and sign inWith the email and password. It's best to do it the first time with a connection.

If they forget the password, tap Reset password in the profile: a new one is generated and the previous session on the phone is closed. If a user signs in to the app without a linked profile, the app tells them and asks them to request it from the office.

Sign in and see my departures

The main screen shows the departures from yesterday, today and the next seven days. The one in progress appears first and highlighted. A red triangle marks departures that are missing something (guide, driver, vehicle, equipment or consumables): it is the same warning the office sees on the dashboard.

A departure day, step by step

1. Before leaving, with signalOpen the app so it downloads the day's departures. Review the details: meeting point, time, passengers, vehicle and what's missing.
2. Start the departureAt the meeting point, tap Start departure. It changes to In progress in the system and the phone starts sending its location to the operations map every minute.
3. Passenger check-inMark each one present or absent. The app flags who has medical information to review and who hasn't signed the waiver.
4. During the activityCheck off the checklist, record incidents and, if you are a driver, the kilometers and fuel.
5. FinishTap End departure and leave notes for the office. They are saved in the departure's notes with your name and the time, and location sharing stops.

Passengers

Check-in takes one tap per passenger. The profile shows allergies and medication highlighted and the emergency contact with direct calling. Personal and medical data can be viewed but not edited from the app: it is corrected from the system, in the booking. Next to the name you see the flag of their nationality.

Incidents and vehicle

An incident has a type, severity, what happened, what was done and the location. Serious or critical ones alert the office immediately (see Safety). From the vehicle you enter the departure and arrival kilometers, which update the fleet mileage, and fuel fill-ups (liters, price per liter, station).

Emergency

The red button is on every departure screen. When it is sent, the office sees the alert instantly in the system's red bar, with the location, the passengers and the departure's team. From the phone you keep sending updates and see the notes from whoever took it at the office, with calling to the office and to 911. Without signal, the alert is saved and retried automatically.

Working offline

Before leaving, open the app with a connection so it downloads the departures. In the field you can record things without signal: they are saved on the phone and sent automatically when there is a connection. If a submission is repeated, the system detects it and doesn't duplicate it. If the system rejects an action (for example, the departure had already been ended from the office), you see it in the Profile with the reason.

My time off

The Leave tab shows the month's calendar with your time off and assigned departures (blue dots), and the history below. By default you are available: with Schedule an absence, or by tapping a day, you enter the type (vacation, exam, errand…), from and to, all day or a time slot, and an optional reason. Tap a scheduled absence to correct or cancel it; cancelled and completed ones stay in the history. The office sees it instantly in your profile and doesn't assign you departures during that period. Without signal, the change is saved and sent automatically when the connection is back.

What you do from the app

Safety: incidents and accidents

The record of what happens in the field, so you can act in time, comply with insurers and authorities and learn from every event.

Incidents

Any out-of-the-ordinary situation: a passenger with a minor injury, a route change due to weather, damaged gear. The guide records it from the app with type, severity, description, affected passengers, actions taken, photos and a voice note if they can't type. The GPS location at that moment is saved.

Open incidents appear in the safety alerts on the operations dashboard until someone closes them with the final actions. One click opens their profile.

In Operations › Safety you can also enter them from the panel: date and time, departure, type, severity, location, weather, affected people, witnesses, equipment used, who it was reported to, description and actions. Each incident can be edited, marked as resolved, reopened or deleted, and the list can be filtered by text, status and severity. A serious or critical incident adds a line to the departure's notes.

Emergencies

When a guide or driver presses the emergency button in the app, the office sees it instantly on any screen: the emergency profile opens automatically, an alert sounds and a red strip stays at the top while it remains open. The browser tab also shows it, even when it is in the background.

The profile brings together everything you need to act without looking elsewhere:

• Last location on the map, with the route it has been reporting, the accuracy and the time. You can copy the coordinates or open them in Google Maps.
• The departure: activity, date, schedule, status and meeting point (or route, if it is a transfer).
• Guides, drivers and vehicles assigned, with their phone numbers to call with one tap.
• Passengers on the manifest, with their emergency contact, blood type, allergies, medication and coverage.
• Updates: what the guide enters from the app (text and location), in order. It refreshes automatically every 10 seconds.

1. Take itWith Take the emergency, the guide sees in the app that the office is already handling it and who.
2. CoordinateThe notes you write reach the guide in the app.
3. Close itWith The situation is resolved, you describe how it was resolved. It is saved as a closed critical incident in the incident list, with the full timeline.

Protocols

In the Protocols tab you build step-by-step safety procedures: you create, edit, reorder the steps, archive those no longer in use (they can be reactivated) or delete them. Each protocol has a category (general, emergency, evacuation, first aid, adverse weather, missing person, navigation) and can be linked to an activity. Emergency protocols appear as shortcuts on the Operations dashboard.

Signed waivers

The waivers that passengers sign can be seen in each departure's manifest and, in the app, in the passenger profile. The Safety Waivers tab is a reminder of this.

Traffic accidents

For drivers there is a specific form that gathers what insurers and the police ask for: injured people, whether emergency services, an ambulance or the police were called, police report number, claim number, insurance company, property damage, third parties involved, witnesses and photos.

Lesson5 minutes · Safety

Record an incident from the office

Goal

Document an event you were told about by phone, with everything the insurer and the authorities ask for.

Before you start

• Permission to edit incidents.
• The information the guide gave: what happened, to whom, where and what was done.

1. Open the formIn Operations › Safety, Record incident.
2. Date, time and departureLinking the departure makes the incident appear in it and on its dashboard.
3. Type and severitySeverity sets the urgency: serious or critical ones add a line to the departure's notes.
4. Describe itWhat happened, in what context and the current condition of the person affected. Then, the actions taken in the field.
5. SaveIt stays Pending until you mark it as resolved with the final actions.

Fields

Field	What it's for
Date * and approximate time	When it happened.
Linked departure	Optional; it associates the incident with the departure and its team.
Type * and severity *	What it was (accident, illness, equipment failure…) and how serious.
Location and weather conditions	Where and in what weather; insurers ask for it.
Affected people and witnesses	How many and who.
Description *	The account of the event.
Actions taken in the field	First aid, protocol followed, communications.
Safety equipment used	First aid kit, stretcher, radio.
Reported to	Coordinator, 911, park rangers.

ResultThe incident appears in the list and in the dashboard's safety alerts until it is resolved.

Quality and guest experience

Surveys sent to every passenger when the departure ends, in their language, with responses tied to the departure, the activity and the team. Use them to learn what worked, catch what went wrong in time and check with data whether a change paid off.

How it works

• When a departure is completed, a survey is scheduled for each passenger with a valid email. It goes out the configured number of hours after the departure ends, and always within the allowed time window, in the company's local time.
• Each passenger gets their own link, which expires after 90 days. The survey is answered on a phone, step by step, without creating an account.
• Up to three reminders if they haven't responded. They are canceled automatically when the passenger responds or asks not to receive any more surveys.
• No one is surveyed twice for the same departure (unless you change it in the settings), and no surveys go to anyone who was canceled, didn't show up, has no email or unsubscribed.
• Only departures that end after you activate the module are surveyed. Earlier ones are left out; if you want to survey a past departure, send it manually from its detail page.

Each passenger's language

The survey and emails go out in Spanish, English or Portuguese based on the passenger's country of residence: Spanish-speaking countries in Spanish, Brazil and other Portuguese-speaking countries in Portuguese, and everyone else in English. If the departure doesn't have the passenger's country of residence, the system uses, in this order, the country of their CRM contact, the country entered in the booking and their nationality. If none of these exist, it uses the default language from the settings.

On each departure's detail page you can see the language chosen for each passenger and where it came from. The passenger can change it within the survey, and when you resend a survey manually you can also pick a different language.

Surveys

Quality › Surveys holds the company's surveys. The first time you open it, two are created from the system templates:

When an activity has more than one published survey, the one that names it in its scope is used; if none names it, the one that applies to all activities is used.

Edit and publish

Edit opens the editor. On the left are the sections and questions; on the right, the settings (recipients, hours after the end, scale, whether responses are identified or anonymous and which activities it applies to) and validation.

• Question types: rating scale, recommendation from 0 to 10, single or multiple choice, yes or no, expectations met, ranking, short or long text, team evaluation and incident.
• Conditional questions: a question can be shown only based on another answer (for example, incident details only if the passenger didn't feel safe) or only if the departure has transportation, a guide or a salesperson.
• Three languages: each text is entered in Spanish, English and Portuguese; the dots next to each field show which languages are missing. Translate what's missing uses AI to fill in empty English and Portuguese texts for you to review.
• Preview shows the survey as the passenger sees it, in each language.

Publish creates a new version that no longer changes. Each response keeps the version it answered, so changing the questions doesn't alter earlier results. Versions holds the history. While there are errors (an untranslated text, a question without options), you can't publish.

Duplicate creates a draft copy; Archive takes it out of use and cancels its scheduled sends.

Sends and responses

Quality › Sends and responses › Sends lists every survey sent or pending with its status: Scheduled, Sent, Responded, Bounced (the address doesn't exist; it isn't retried), Error (failed three times) or Canceled. From there you can resend it (in another language if needed) or cancel it.

The Responses view shows what passengers answered, with filters by activity, language, responses with an alert, responses with a comment and low-satisfaction responses. Click one to open the full response with the team evaluations.

Evaluated departures

Rated departures lists departures with a survey. Its detail page (also in the Quality tab of each departure in Operations) shows how many responded, satisfaction, recommendation, alerts, that departure's team with their score and each passenger with their language and survey status.

To send manually, select the passengers, choose the survey and click Send to selected. Use it for a departure that wasn't surveyed automatically or for a passenger whose email was missing.

Products and activities

Products and activities compares activities over the selected period. Opening one shows its history: month-by-month satisfaction, quality by component, areas that need attention, what passengers liked most, comparisons by guide, schedule and season, and the implemented changes marked on the timeline with before-and-after results.

Team evaluation

Team holds the rankings of guides, drivers and salespeople. Each passenger rates the person in the role they played on that departure, from 1 to 5.

• Minimum evaluations: the consolidated ranking starts at 10 evaluations (you can change it in the settings). With fewer, the person appears under Provisional averages, outside the ranking.
• Adjusted average: the order comes from (evaluations × average + minimum × overall average) ÷ (evaluations + minimum). This way, a few excellent evaluations don't automatically beat many very good ones.
• Click a person to open their breakdown by criterion and their latest evaluations.

Alerts and issues

A response triggers an alert immediately, without waiting for any analysis:

Urgent and high alerts arrive as a notification and by email to the people you chose in the settings (or, if you didn't choose anyone, to those who can manage alerts); safety alerts also go to those who see Operations incidents. In Issues and improvements each alert has an owner, priority and status, and from it you can create a CRM task, a safety incident or a corrective action. Close it with Resolve, explaining what was done, or with Discard.

Corrective actions

A corrective action records what will change, who is responsible, the deadline and the activity. When you click Mark as implemented, the change date is saved and marked in the activity's history. After some time, Verify result shows the responses before and after (up to 90 days on each side) and you choose the result: Improved, No change, Worsened or Not enough data. Verifying it closes the alert that originated it.

Reports

Reports exports to Excel, for the selected period and filters, the summary with each metric and its sample size, the monthly trend, quality by component, by activity and by departure, the responses and the team rankings. Individual responses and rankings are only included if you have those permissions, and every export is logged in the audit trail.

Settings

Permissions and privacy

A survey that is anonymous to those analyzing results hides the passenger's name and email in responses and reports. The system still stores which send it belongs to, to prevent duplicate responses and to unsubscribe anyone who asks, so passengers aren't promised absolute anonymity. Each passenger can ask not to receive more surveys from the survey link or the email.

Email inbox

All the company's email accounts in a single inbox, connected to the CRM and bookings.

Folders

Inbox, unread, starred, sent, spam, trash and archive. If you have several accounts connected, each message shows the color of the account it arrived at, and you can filter by account.

Link an email

From any message you can link it to a contact, a company, an opportunity, a task or a booking. From then on it appears in that record's history. Options that are already linked are shown disabled.

Write and reply

The editor opens in a side panel. You can add CC and BCC recipients, format the text and attach files. Replies keep the conversation grouped as a thread. You can also write from a contact's, an opportunity's or a booking's record, and the email is linked automatically.

Any email button or link in the system (CRM cards and records, bookings, calendar, team, deposits) opens this same editor with the company account, not your computer's email program.

Protection

Incoming messages are scanned for spam and phishing, and attachments with dangerous extensions (executables, scripts, double extensions) are flagged so they aren't opened by mistake.

Team chat

Internal messages between people at the company, without leaving the system.

• Start a conversation: with the + button in the list. Choose one person for a direct chat (if it already exists, it opens) or several people and a name for a group. You can also do it from a person's profile, with the chat button.
• Search: the search box at the top filters conversations by name.
• Write: Enter sends and Shift + Enter adds a line break. New messages appear automatically.
• Groups: they show their number of members; the people button in the header shows who they are.
• Unread: conversations with new messages have a dot, and the number in the side menu counts how many you have unread.

WhatsApp

The company's WhatsApp inbox, with each conversation linked to the contact, their opportunities and their bookings.

Connect the account

In WhatsApp, Connect WhatsApp asks for a name for the account (for example, Bookings or Support) and shows a QR code: on the company phone, open WhatsApp › menu › Linked devices › Link a device and scan it. If the company's WhatsApp service isn't available, the screen tells you: ask your administrator to check it. Each connected account is a tab at the top; with + Add account you add another.

The inbox

• Filters: All, Unread, Mine and Unassigned, and by status.
• Conversation statuses: New, Open, Waiting on customer, Waiting internal, Qualified, Quote, Booking, Confirmed, Post-trip, Closed and Archived. They help you know where each customer stands.
• Assignment: Take assigns it to you; the selector assigns it to someone else.
• CRM panel: if the number isn't saved, you create the contact right there; if it is, you see their opportunities, bookings and tasks, and create a new one from the conversation.

Open the chat from other screens

The Open chat button and any WhatsApp button or link in the system (CRM cards and records, team profiles) open the company inbox on the conversation with that number. It doesn't open the personal WhatsApp on your phone or WhatsApp Web.

Log messages manually

In the WhatsApp tab of a contact or a booking you can log messages sent and received outside the connected account. They appear as bubbles, in order, along with the rest of the history.

Instagram and Facebook

Reply to Instagram and Facebook direct messages and comments from a single inbox, and link them to CRM contacts.

Connect the accounts

Connecting takes a minute and needs no help from support, using a guided window.

1. Open the connectionIn the inbox, click Connect accounts; or in the company menu › Instagram and Facebook, click Connect with Facebook.
2. Continue with FacebookA Facebook window opens, without leaving DO Adventure. Log in with a user who manages the company's page, choose the page (and its Instagram account) and accept the permissions.
3. DoneThe window closes on its own and the accounts are connected: messages and comments start arriving and, within a few minutes, recent ones appear.

If something is missing, the same window explains it: a page without a linked Instagram professional account (with the steps to link it), permissions that weren't accepted (with a button to grant them again) or accounts already used by another company. If the browser blocks pop-ups, the connection continues in the same tab.

Sync fetches recent items again; Disconnect stops receiving messages and keeps the history. If the connection expires or the permissions are revoked, the account shows Error and the inbox warns you: connect it again.

Direct messages

The Messages tab lists conversations, with unread ones first and a counter in the side menu. You can filter by network, by Open, Closed, Unread or Mine, and search by person or text. In each conversation you can assign it to someone on the team, close or reopen it, and reply (Enter sends; Shift + Enter adds a line break).

Reply window

Meta limits when a business can message a person. Above the reply box you can see until when you can reply:

• Up to 24 hours after the person's last message: normal reply.
• Between 24 hours and 7 days: the reply is sent as human agent support.
• After 7 days: you can't reply until the person writes again.

If Meta rejects a send, the message stays in the conversation marked Not sent, with the reason.

Comments

The Comments tab groups comments by post. By default it shows Unanswered ones; you can also see answered, resolved or all comments. On each comment:

• Reply posts the reply under the account's name. With Reply by private message, the person gets it as a direct message (one per comment) and the conversation continues in Messages.
• Hide removes it from public view; the person who wrote it can still see it. Show publishes it again.
• Resolve marks it as handled without replying, for example a compliment. Reopen returns it to pending.

Link to the CRM

To the right of the conversation is the linked contact. On Instagram, linking is automatic when a contact has that username saved. If not, you can use Link to a contact and choose it, or Create contact as a lead with Instagram or Facebook as the source. Once linked, each message is also recorded in the contact's communication history.

Permissions and sample accounts

There are four permissions: view the inbox, reply, moderate comments (hide and resolve) and configure the accounts. By default, salespeople view and reply; managers also moderate, and configuration is left to administrators.

AI Agent

A sales agent that serves your customers over WhatsApp, email, Instagram, Facebook and web inquiries using the company's real data: it replies, keeps the CRM organized, quotes with your current rates and hands off to you whatever needs a person.

What it does

• Replies in the customer's language, with the tone and rules you gave it, adapted to each channel (short on WhatsApp, with a greeting and signature in email).
• Looks up real data: activities, the current price from the published rate sheet and upcoming departures with available spots. It doesn't make up prices, availability or policies: if a piece of data is missing, it says so and leaves a task.
• Keeps the CRM organized: it looks up the contact before creating it (by email or phone, without duplicates), opens or updates the opportunity with what the customer said, adds notes and creates tasks. It only links on its own the contact that matches what the channel guarantees (the email sender or the WhatsApp number); if someone writes another person's email or phone number, a team member decides.
• Quotes: it builds versioned quotes (v1, v2…) calculated by the system with the public rate that applies to the date and the number of passengers (published, current rate sheet, season included). If more than one rate could apply, or there's something it can't calculate (for example, the price for minors), it marks it as pending.
• Requests bookings: with the lead traveler's details, it leaves a draft booking for a person to review. It never confirms bookings or marks payments as received.
• Hands off: complaints, refunds, disputes, safety matters or when the customer asks for a person. It notifies the people you chose, leaves a task with a summary and stops replying in that conversation.

Working modes

Looking up data and handing off always happen immediately. Replies to web inquiries always stay as drafts. It's best to start in Drafts only, review a number of replies and raise the autonomy once you trust what it does.

Set it up

1. Try it in the simulatorIn AI Agent › Simulator you write as if you were a customer. It uses your real data but doesn't message anyone, doesn't use up allowance, and whatever it would write to the CRM is simulated.
2. Choose mode and channelsIn Settings: the mode, the channels it serves, the name it introduces itself with, the tone, the default language and how many seconds it waits before replying (if the customer sends several messages in a row, it replies once).
3. Write your rulesIn Company instructions: deposit and cancellation policies, what not to offer, business hours. They take priority over style, never over honesty: they can't make it invent data or confirm bookings.
4. Choose who it hands off toThe people you select receive the notifications and tasks. If no one is selected, it notifies administrators and managers.
5. Turn it onWith the Agent on switch it starts handling messages that arrive from that moment on.

Inbox and approvals

The Inbox shows by default what's waiting for a person: proposed replies and actions to approve (the number appears on the tab and you get a notification). In each conversation you see the channel's messages and, on the side, what the agent did with its result, the linked contact and opportunity, and the quotes.

• Proposed reply: you can edit it and click Send, or Discard. If the channel doesn't allow sending from the system, you copy and paste it.
• To approve: each action says what will happen (for example, “Create contact Ana Pérez · [email protected]”). Approve applies it right away with your permissions (for example, creating a contact requires the create contacts permission); Reject discards it.
• Pause the agent removes it from that conversation; Let the agent take it back puts it back, for example after resolving a handoff.

Rules for each channel

Allowance and usage

A conversation uses allowance the first time the agent handles it in the month, no matter how many messages it has. This month's usage shows how many have been used, how many are left, extra packs and consumption. If the allowance runs out, the agent stops handling new conversations until the next month or until you add a pack; the ones it already handled that month continue.

Permissions and log

There are three permissions: view conversations, approve replies and actions, and configure (includes the simulator). Each person sees only the conversations of the lines, mailboxes and accounts they have access to, and to send a reply they must be able to send from that account. Approving a booking also requires the create bookings permission.

Everything is logged: each reply (proposed, sent or discarded, and who approved it), each action with what it requested and what the system returned, and settings changes. What the agent creates in the CRM appears signed as AI Agent.

Invoicing

Invoices, credit notes, debit notes and receipts. Electronic authorization with the tax authority (CAE) will be available soon.

Invoicing is included at no cost in every subscription. What you contract separately is Electronic invoicing, filing with each country's tax authority: it is an extra per point of sale.

The documents

In Finance › Invoicing there is one tab per document type. At the top you see what was issued, collected and outstanding in each currency. You can search the list by number, customer or booking and filter it by status.

Statuses

The system picks the invoice letter based on your company's and the customer's VAT (IVA) status:

Send by email

On an issued document, Send by email opens a form with the customer's email already filled in: you can add recipients (comma-separated, up to 10), CC, a subject and a message. It is sent with the document's PDF attached and is logged in the audit trail. You need an email account set up; if there isn't one, download the PDF and send it another way. Drafts and voided documents can't be sent.

Void

An issued document is never deleted: it is voided with a reason (managers and administrators). A paid invoice can't be voided: you issue a credit note instead. Everything is recorded in the audit log.

Lesson6 minutes · Finance

Issue an invoice and record the payment

Goal

Issue the invoice for a booking and record the payment.

Before you start

• The company's tax details entered.
• The customer's tax address and VAT status.

1. Open the draftConfirmed bookings already have a draft invoice: open it from Invoicing or from the booking's Services tab. For any other document, use New document.
2. Check the detailsCustomer, CUIT, VAT status, tax address, items and due date.
3. Issue itIssue document. The tax address is required.
4. Record the paymentRecord payment with amount, method and date. The status changes to Partial or Paid.
5. Share itView PDF to download it and send it to the customer.

Fields

Field	What it's for
Document type	Invoice, credit note, debit note or receipt.
Issuing entity	Which legal name issues the invoice.
Customer, legal name, CUIT	Who is being invoiced.
VAT status *	Determines the letter.
Tax address *	Required to issue.
Linked booking	So it shows up in the booking and its account statement.
Issue date *, due date and currency	The document's dates and currency.

ResultThe issued invoice appears in the customer's account statement and in accounts receivable until it is paid.

If something goes wrong

• It won't let me issue it: the customer's tax address is missing.
• I made a mistake on an issued invoice: void it with a reason, or issue a credit note if it already has payments.

Collections and accounts receivable

Recording customer payments and tracking what you are still owed.

Record a collection

From Accounts receivable, from the invoice or from the booking. Enter the amount (the balance is suggested), the date, the payment method and the treasury account where the money came in: only accounts in the same currency as the invoice are offered. You can collect in installments. When you confirm, the income is recorded in the account and both its balance and the invoice's balance are updated. Collections can be recorded by a manager or an administrator.

Accounts receivable

They are in Treasury › Accounts receivable, next to accounts payable (there is also a shortcut in the side menu, under Finance). You see, by currency, how much is receivable, how much is overdue and how much falls due in the next 7 days, the aging of balances and the list of invoices with their due dates. Days overdue are calculated against today's date.

Payment gateways

You can enable your own gateways (Mercado Pago, Stripe, PayPal, among others) from the settings. Collections that come in through them are recorded with their fee, which is part of the processing costs in the cost rules.

Treasury

The accounts that hold the company's money and their transactions.

Accounts

Create one account for each place where you hold funds: bank accounts, digital wallets, cash boxes. Each one has its own currency. The summary shows each account's balance and the consolidated total. The accounts for online payments gateways are created automatically when you connect them.

Transactions

Recorded collections generate income automatically. Collections are recorded from Accounts receivable and supplier payments from Accounts payable. For any other one-off income or outflow, use the Income and Outflow buttons: the account balance is updated right away. Transactions can be entered by a manager or an administrator.

Accounts payable

The Accounts payable tab, next to Accounts receivable, gathers everything the company owes to third parties, with its due date:

At the top you see, by currency, how much is payable, how much is overdue and how much falls due in the next 7 days, plus the aging of the debt (current, 1 to 30, 31 to 60, 61 to 90 and more than 90 days overdue).

To pay, tap Pay and choose the treasury account (it must be in the same currency), the amount and the date. You can pay in installments: the item stays partial until the total is paid. Each payment creates the outflow in the chosen account and reduces its balance. An item with no payments can be voided.

Supplier payment days

If the company pays on fixed days, set it up in Set payment days (the Supplier payment policy block, above the list). A manager or administrator chooses:

• The days the company pays: for example, Mondays only. With no days selected, payments can be made any day.
• The term from the invoice date: for example, 15 days. At 0 there is no term.

Combined: “15 days, Mondays only” pays each invoice on the first Monday that falls 15 or more days after its date.

With the policy active:

• The list adds the Next payment column: “Today” or the next date on which that invoice can be paid.
• The Payable today filter shows only the invoices the policy allows you to pay today: it's the list for making the day's payments.
• The system won't record a payment on a date that doesn't meet the condition. If you open Pay on an invoice that isn't due yet, the window tells you why and suggests the next payment day.

Reconciliation

Compare the system's transactions with the bank statement and mark them as reconciled. Whatever remains unreconciled is what you need to review: an unrecorded payment, a bank fee or a data entry error.

Accounting

Chart of accounts, journal entries, books and financial statements for each fiscal year.

The tabs

Chart of accounts

If there are no accounts, Load standard chart loads a base chart. Each account has a code (it can't be changed later), a level (heading, group, sub-account or posting), a name, a type, a debit or credit nature and whether it is a posting account: only posting accounts accept transactions. An account with transactions can't be deleted.

Journal entries

• Draft: can be edited, confirmed or deleted.
• Confirmed: goes into the books and statements. It can only be voided.
• Voided: when you void a confirmed entry, a confirmed reversing entry is recorded automatically, with debits and credits swapped and a reference to the original. Both stay in the books and offset each other. The fiscal year must be open.

Fiscal years

+ New fiscal year opens a form with a name, start and end (the end must be after the start). An open fiscal year accepts entries. To close it there must be no draft entries; if needed, it can be reopened.

Permissions

Anyone without “View accounting” sees a notice to request it from an administrator. Adjust them in Roles and permissions.

Online payments

Collect bookings with Mercado Pago or Stripe payment links. The customer pays on the gateway's site and the payment is applied automatically to the booking and to Treasury, with the fee deducted.

How it works

1. You connect the gatewayOnce, with your Mercado Pago or Stripe account credentials. An account is created in Treasury for each currency.
2. You generate a payment linkFrom the booking (for the balance, a deposit or an installment) or standalone, for an activity or a product.
3. You send itBy email or WhatsApp from the company's accounts, or by copying the link.
4. The customer paysThey open the link, see your logo, the description and the amount, enter their name and email and pay on Mercado Pago or Stripe. DO Adventure never sees or stores card details.
5. It's recorded automaticallyThe gateway sends a notification and the system re-checks the payment with its API before applying it: it adds the payment to the booking, records the income and the fee in the gateway's Treasury account, sends the receipt to the customer and notifies you in the bell.

Connect a gateway

In Online payments › Gateways, an administrator taps Connect gateway and fills in:

You choose the environment (test or production), the country and the currencies it collects. Before saving, the credentials are tested against the gateway's API: if they don't work, nothing is saved. They are stored encrypted and afterwards are only shown masked (sk_test_…9fQ2).

When you connect, the notification URL (webhook) is shown: copy it and add it in the gateway's dashboard (in Mercado Pago, the Payments event; in Stripe, the Checkout events, charge.refunded, charge.dispute.created and charge.dispute.closed). Without a webhook, payments are still confirmed when the customer returns from checkout; with it, they are confirmed even if the customer closes the window.

Each card shows the connection status, the balance of its Treasury accounts, how many payments it has processed and the fees. The star marks the account suggested by default for links. From Set up you can change the name and the credentials (empty fields keep what was saved); the power button deactivates it.

Payment links

From a booking's Payments tab, Generate payment link suggests the outstanding balance; change it to collect a deposit or an installment. A booking's link is in the booking's currency and can't exceed what is still owed. You also choose which account collects it and how long it is valid.

Once created, send it with Send by email (opens the system's composer with the message and the link) or WhatsApp (copies the message and opens the conversation with the lead passenger from the company account: paste it and send it).

In Online payments › Payment links you can also create standalone links. A single-payment link closes once it is paid; a reusable one can be paid by several people (an activity, a product). Each link shows how many times it was opened and how much was collected; you can copy it, send it by email, void it or reactivate it.

In the booking, links appear below the payments with their status: awaiting payment, paid, expired or voided.

What the customer sees

The payment page shows your logo, the description, the details, the amount and the validity period. The customer enters their name and email and taps Pay: the Mercado Pago or Stripe checkout opens. When they finish, they return to a page that confirms the payment (or says it is being processed or wasn't completed) and they receive the receipt by email from the company account.

Transactions and refunds

Online payments › Transactions lists every payment attempt: collected, pending, declined, expired and refunded, with filters by status, account and dates, and search by description, payer or transaction. At the top, the amount collected by currency with its fees and refunds.

One click opens the details: amount, fee and net, the gateway transaction, payer, booking, the notifications the gateway sent and the refunds. Re-check with gateway queries the status again. A manager or administrator can Refund the full amount or part of it: the refund is requested from the gateway, deducted from the Treasury account and recorded as a negative payment on the booking. The fee the gateway charged is not recovered.

• A booking's online payments can't be deleted manually: they are refunded from here, so Treasury and the gateway stay in sync.
• If a refund is made from the gateway's dashboard, the system records it automatically when the notification arrives.
• If a refund the gateway had accepted later fails (this happens in Stripe with some payment methods), it is reversed automatically: the money goes back to the Treasury account and the booking, and the refund is marked as declined so you can request it again.
• If the gateway reports an amount or currency different from the link's, the payment is not applied and is held for review with the details.
• Chargebacks are recorded automatically: see Chargebacks.

Request the deposit or the balance

In the booking's Payments tab, Request deposit by email (or Request balance by email once the deposit is covered) opens the composer with the account statement (total, paid, outstanding) and the link to pay. WhatsApp copies the message with the link and opens the conversation with the lead passenger.

• If the booking has a deposit set and it hasn't been covered yet, the deposit is requested; otherwise, the balance.
• The active link for the same amount is reused. If the amount changed, a new one is created (valid for 7 days) and the previous one is voided, so there are never two live links that could lead to overpaying.
• When a payment is recorded (manually or online) and something is still outstanding, the receipt the customer gets includes a Pay balance (or Pay deposit) button.
• Without an active gateway in the booking's currency there is no button: the system tells you why.

Collect from your website

Any active link can be embedded on your site: in Online payments › Payment links, the Embed on your website button (it also appears when you create a link) gives you the code to copy. There are three options:

Mercado Pago and Stripe can't be displayed inside another site, so the payment is completed in a separate window; when it's done, the form on your page shows the result automatically. Card details never pass through your site. For a product or activity that sells many times, use a reusable link.

Summary

Online payments › Summary is the dashboard for the period: this month, last month, the last 30 or 90 days, the year or the dates you choose. Everything is shown by currency (pesos and dollars are never added together); if you collect in more than one, choose it at the top right.

Below are the payments per day (or per month if the period is long), the amount collected by each gateway account and by channel (booking, standalone link, website…). Alerts appear at the top if there are payments to review, discrepancies with the gateway or chargebacks: one click takes you to the tab where they are resolved.

Reconciliation with the gateway

In Online payments › Reconciliation, each gateway account shows, by currency, three balances that must match:

• On the books: the balance of the gateway's account in Treasury.
• Expected from payments: collected − fees − refunds − open chargebacks − paid out to the bank. If it differs from the books, the difference is transactions entered manually in that Treasury account.
• Reported by the gateway: what the gateway says it holds (available, pending and in transit to the bank). Stripe reports it; Mercado Pago doesn't expose its balance in the API, so with Mercado Pago the comparison is against the expected balance.

Reconcile payment by payment

Reconcile payments (or Reconcile all) re-checks each payment with the gateway's API and compares amount, currency, status, amount refunded and fee. If it matches, it is marked reconciled with the date; if not, it is marked with discrepancies along with the details of what doesn't match. It also checks initiated payments that never got a response, in case they were collected without the notification arriving, and records refunds or chargebacks made in the gateway. Up to 100 payments are checked at a time: if there are more, the notice says so.

If the difference is the fee (the gateway reported it later or corrected it), Adjust fee records the difference in Treasury and reconciles again. Any payment can also be reconciled from its details, with Reconcile.

Payouts to the bank

When the gateway deposits into your bank, tap Record payout in the corresponding currency: choose the bank account (in the same currency), the amount, the credit date and the gateway's reference. In Treasury it is recorded as a transfer from the gateway's account to the bank's: it is not new income and doesn't change the amount collected.

• With Stripe, payouts that have already reached the bank appear automatically below the account, with amount, date and reference: Log opens the full window. Those in transit are shown in the reported balance.
• With Mercado Pago they are entered manually using the withdrawal receipt.
• You can't pay out more than the gateway account has on the books, or record the same reference twice.
• If you made a mistake, the trash icon in the Payouts to the bank list voids it and restores the balances (if the transfer is already reconciled in Treasury, you have to unreconcile it first).

Chargebacks

When the cardholder disputes the payment, the gateway withdraws the money and opens a dispute. When it receives the notification (and re-checks the payment with the API), the system:

1. Deducts itRecords an outflow for whatever remained collected in the gateway's account and a negative payment on the booking, so the outstanding balance shows up again.
2. Flags itThe payment is marked Chargeback with the notification in its details, and the summary shows open chargebacks.
3. You respond to the disputeIn the Mercado Pago or Stripe dashboard, with the booking's documentation.
4. If you winWith Stripe it is recorded automatically when the dispute-closed notification arrives. With Mercado Pago, tap Dispute won in the payment details: the amount goes back into Treasury and the booking.

If a refund is made in the gateway while the dispute is open, it is deducted from the chargeback: the money doesn't go out twice.

In Treasury

Each gateway has its own account per currency (for example Mercado Pago ARS or Stripe USD, with “(test)” if it's a test account). Each payment records the gross income and, separately, the fee as an outflow; each refund, an outflow. That way the account balance is what you hold in the gateway. Chargebacks are an outflow and, if the dispute is won, an income. What the gateway transfers to the bank is recorded as a payout: a transfer between the two accounts.

Security

• Card details are entered only on Mercado Pago or Stripe.
• Credentials are stored encrypted and are never shown in full. The server needs the PAGOS_ENCRYPTION_KEY variable.
• Each gateway notification is verified with its signature and recorded only once; the payment is also re-checked with the API before being applied.
• Connecting gateways is done by an administrator. Refunding, recording or voiding payouts, bulk reconciling, adjusting fees and marking disputes as won, by a manager or administrator. Everything is logged in the audit trail.

Dashboards and metrics

Three dashboards with what each area needs to see at the start of the day. Each row opens in a side panel, without leaving the dashboard.

Open without leaving the dashboard

Clicking a booking, task, opportunity, email, departure or transfer opens its side panel, the same one as in its module: you can edit, reply or assign resources and return to the dashboard by closing the panel (or pressing Escape).

• Required actions takes you to the list already filtered: pending tasks, overdue tasks or unread emails.
• Quick links opens the creation form directly: new departure, booking, contact or task.
• Unread emails: the email is read in the panel with its full thread; Reply opens the editor and Open in inbox shows it in the inbox.

Bookings in progress

The Sales and Operations dashboards have the Bookings in progress panel: the bookings the customer is experiencing today, with the day of the trip. The list scrolls inside the panel and a click opens the booking's timeline with its services and resources. See Bookings in progress.

Operations dashboard

Everything comes from the day's actual departures, not from bookings. It is explained in detail in Operations dashboard.

Content on the dashboards

If the company has the Content module, the Management and Sales dashboards add a panel with the last 30 days:

• Management: web inquiries (with the change versus the previous 30 days), visit-to-inquiry conversion, won inquiries, proposals accepted out of those sent, accepted amount and bookings generated from proposals.
• Sales: what is waiting for a sales action: proposals awaiting the customer's response (sent, opened or with requested changes), accepted proposals that aren't bookings yet and the latest web inquiries with the status of their opportunity.

Amounts are only visible with the Content analytics permission. The panel's link goes to Analytics or to the proposals.

Reports

Period-based analysis of sales, profitability, operations, safety and forecasting, ready to export.

How they're organized

In Reports, the menu on the left groups reports by family: Sales, Operations, Profitability, Safety, Finance, Forecast and My reports. The ones marked with a star are the featured reports. My reports holds the Report Builder and the reports you saved or that were shared with you.

Using a report

Every report has the same layout: you choose the period (with dates or the 30-day, 90-day, 6-month and 12-month shortcuts) and, if the report has views, how to group (by month, by activity, by guide…). The main indicators appear at the top, followed by a chart and the table with its totals row. Click a column header to sort. At the bottom, How it's calculated explains where each number comes from.

Above the chart, View as changes the chart type: bars, columns, lines, area, pie or table only. Your choice is saved for that report in your browser and also in the link. Pie is disabled when it doesn't make sense: with several series, with percentages or with negative values.

Amounts in other currencies are converted to the company's currency using the current exchange rate from Rate sheet › Settings › Exchange rates.

What each one shows

Customer reports and year-over-year comparison

Passengers by customer, Invoicing by customer and Activities by customer compare the chosen period with the same dates of the previous year: each row shows the value for the period, the previous year's value, the difference and the percentage change. The indicators at the top also show how much it changed.

• Customer: the booking's company or agency; if there is none, the contact; if there is none either, the lead passenger. For invoices, the company or contact on the tax profile or on the invoiced booking.
• Customer filter: the Customer selector shows only that customer in every view (for example, their passengers by nationality or their invoicing month by month). The Excel, CSV and PDF buttons export what you see, with the customer's name.
• Excel by customer: a single file with an All customers sheet and one sheet per customer, each with its indicators and the table for the chosen view. Use it to send each agency its summary. It includes up to 150 customers, from highest to lowest volume.
• Nationality and age come from the booking's passenger list (or from the lead passenger if there is no list). Age is the age at the time of travel. Anything not entered is counted as No data: the more complete the passenger list, the more accurate the report.

Report Builder: your own reports

In My reports › New report you build a custom report, with no formulas:

1. Choose the dataBookings, services sold, departures, opportunities, treasury transactions, accounts payable or incidents.
2. Choose the periodAnd, when there's more than one possible date, which one defines the period (for example, sale date or travel date).
3. GroupBy a field (month, channel, activity, supplier…) and, if you want, by a second level.
4. Select the measuresUp to six: quantities, amounts, margins, occupancy…
5. Filter and sortFor example, only the OTA channel, or the 10 services with the highest margin.

The result updates automatically and looks like any other report, with indicators, chart, table, totals and export. Give it a name and save it: it goes into My reports. If you check Share with the company, everyone with access to reports can see it; only you can edit it, and others can save it as a new one.

Chart types

In Chart you choose how the result is drawn. The type is saved with the report.

• With two levels, charts use the first selected measure and one series for each value of the second field. Up to 7 series; the rest are added into "Other".
• A single axis. If you select measures with different units (quantities and amounts), the chart shows the ones in the same unit as the first; the table shows all of them.
• Averages and percentages (average ticket, margin %, occupancy) can't be added up, so they aren't offered in pie or stacked column charts.
• Hover over the chart to see the details of each point.

Fields to group by

In addition to the fields of each data type (channel, salesperson, activity, supplier…), all of them have month, quarter and year, and most have day of the week. There are also range fields, which sort themselves:

• Bookings: customer type (individual, agency, partner, company), group size, booking lead time (days between the sale and the trip) and payment status.
• Services sold: salesperson, branch, currency and own or third-party.
• Departures: activity type, time slot (morning, afternoon, evening) and occupancy level.
• Opportunities: probability by range. Accounts payable: overdue or current, and currency.

Export

With Excel you download a file with two sheets: the data (with totals) and a summary with the period, the indicators and the notes. CSV downloads the table separated by semicolons, which Excel set to Spanish opens directly. PDF opens a version to print or save as PDF from the print dialog.

In customer reports, Excel by client downloads a file with one sheet per customer (see Customer reports).

Viewing reports requires the View reports and statistics permission (administrators and managers have it).

Troubleshooting

The most common errors and how to fix them.

The email account won't verify

• "Incorrect credentials". Check the username and password. In Gmail and Outlook with two-step verification, use an app password.
• "Port rejected". Try SMTP on 587 with STARTTLS or on 465 with SSL.
• "The server closed the connection". The security type doesn't match the port. IMAP on 993 requires SSL to be enabled.
• "Host not found". The server name is misspelled or doesn't exist. Ask your hosting provider for the exact details.
• "Enter the password to verify". You're creating a new account without a password. For existing accounts, if you leave the field empty, the saved one is used.

Emails don't show up in the inbox

Check the last sync date in System › Email accounts. If it's old, verify the account. If you changed your email password, update it here too.

An email doesn't appear on the contact's record

Only emails that come from an address saved on the contact are linked automatically. If they wrote to you from another address, link it manually from the inbox or add that address to the contact.

I can't change the status of a rate sheet

Transitions depend on your role. If your role allows the action and you don't see it, sign out and sign back in so your permissions are updated.

A rate is missing from the customer rate sheet

Only active rates that are approved or published are included. In View rates, check that the rate isn't in draft, paused or disabled (the crossed-out eye). Private rates appear in their own table only if you checked Include the private services table.

The customer can't open the rate sheet link

In the list of links, check whether it says Expired or Disabled, and that the rate sheet is still approved or published. If everything is fine, copy the link again: sometimes email cuts it off.

Profitability shows an alert

The net price doesn't cover the cost plus overhead with the minimum you set. Check that the cost doesn't already include a margin, raise the margin, or check whether the channel commissions are correct. See How the price is calculated.

An invoice is stuck in contingency

The tax authority didn't respond. The system retries it automatically. If several hours go by, test the connection from the tax settings: if it fails, check that the certificate hasn't expired and that the point of sale is the right type.

A booking doesn't reduce capacity

Capacity is reduced when the booking is confirmed, not when it's saved as a draft. Also check that the item is linked to the departure and not just to the activity.

The mobile app doesn't show today's departures

The person must be assigned to the departure, and the app must have synced with a connection at least once that day. Open it while you have signal before heading out into the field.

I can't sign in

Use Forgot your password?. If the email doesn't arrive, check your spam folder. If your user was deactivated, ask an administrator to reactivate it.

Glossary

The terms the system uses, in one line each.