Built specifically for group tour operators — not adapted from generic booking software. Every feature solves a real problem your team faces every day. Used by educational, faith-based, performing arts, and youth group tour operators across the U.S.
Set up trips with the details, pricing, and rules you need — without juggling spreadsheets and manual processes. Voyita is group trip planning software built around how operators actually work, not how generic booking tools assume they do.
Create trips with full itinerary structure, version history, and day-by-day detail.
Configure pricing per accommodation type, traveler type, and optional add-ons.
Set registration open/close windows, booking deadlines, and group capacity limits.
Assign coordinators, tour managers, and support staff with appropriate access levels.
Attach and manage all trip paperwork — contracts, agreements, and terms — in one place.
Describe a trip or upload a document. Voyita turns it into a fully structured trip in seconds.
Describe your trip in plain language or upload an existing document, and Voyita builds the complete trip structure — including dates, destinations, pricing, and capacity.
Write your itinerary in natural language or upload an existing one. Voyita automatically organizes it into a structured, editable day-by-day plan.
Instantly generate compelling visuals for trips and itineraries. No design team required. Every trip looks polished from day one.
Tour coordinators, tour managers, and group leaders can each draft professional notifications and emails in seconds. Edit, approve, and send.
Make registration easy for travelers and account holders, while keeping control on your side. Voyita's online trip registration software collects everything you need from each traveler once, stored properly — no manual re-entry required.
Travelers use Voyita's online registration portal at any time — selecting accommodation type, entering details, and completing payments without needing to contact you.
One account holder can register multiple travelers and manage all their details from a single login. One parent, multiple children. One contact, whole group.
Capture dietary restrictions, medical conditions, accessibility needs, and emergency contacts at the point of registration. Surfaced automatically in operator reports.
Travelers can select and purchase optional extras — travel insurance, airport transfers, room upgrades — as part of the registration flow.
When a trip fills up, Voyita captures waitlist registrations automatically. When a space opens, you can promote from the waitlist with one click.
See who's registered, who's pending documents, who's on the waitlist, and what special requirements exist — always current, no manual counting.
Payments are one of the biggest operational headaches for group tour operators. Voyita is group trip payment software that automates the entire process — from installment schedules to reminders — so your team focuses on trips, not invoices.
Accept credit card, bank transfer, check, and cash payments via a secure, Voyita-hosted payment page. Works on any device. No payment page to build or maintain.
Define a deposit amount and up to 5 installment milestones per trip. Voyita tracks each traveler against the schedule and flags deviations automatically.
Generate and share direct payment links per traveler, per trip, or per installment — via email, SMS, or WhatsApp. Travelers pay in one click.
Set up reminder sequences for upcoming and overdue payments. Reminders go out at the intervals you define — without any manual sending.
Process full or partial refunds, credit adjustments, and trip cancellation payments — all tracked per traveler with full audit history.
For school and community trips, Voyita supports donation collection alongside standard payments — tracked separately but visible on the same dashboard.
Enter your trip parameters and let AI do the rest. Line by line, or the whole sheet at once.
Enter trip parameters and let AI populate your cost sheet — line by line or the whole thing at once. Fast, accurate, and repeatable across every trip.
Voyita gives you trip quotation software for tour operators that makes every proposal look polished and professional — from the first conversation to the final sign-off.
Create multiple versions of a quote as trip details evolve. Clients always see the current version via a single shared link — no PDF confusion.
Clearly define what is in the price, what is excluded, and what assumptions the quote is based on — reducing disputes and setting client expectations upfront.
Show clients exactly when deposits and installments are due, directly within the quote. No separate document, no confusion about payment timing.
Every quote gets a shareable link. Send it via email, WhatsApp, or any channel. Clients view the full quote in a browser — branded, professional, no login required.
Send group agreement packets for digital signature. Fully documented acceptance stored in-platform — useful for disputes, refund policies, and trip verification.
Attach contracts, insurance certificates, supplier confirmations, and T&Cs to the trip record — accessible to your team and, where appropriate, to clients.
This is where operators feel the most pressure. Voyita is group tour operations software that brings room lists, coach lists, vendor management, and on-ground team access into one operational view — so nothing gets missed.
Voyita's room list software builds and assigns room lists from your registered traveler data. Update as changes happen, track versions, and share with hotels and tour managers automatically.
Organize traveler transport assignments — editable, shareable, and always up to date. No more emailing outdated PDFs to drivers.
Track all suppliers per trip — hotels, transport, guides, activities. Store contacts, confirmation references, booking status, and payment amounts in one place per vendor.
Record and track what's owed to each supplier. Flag outstanding payments, log what's been paid, and maintain a clear record for reconciliation at trip end.
Compile the full departure documentation — traveler lists, room allocations, itinerary, vendor contacts, emergency procedures — into a shareable packet for your team.
Tour managers assigned to a trip can access traveler lists, dietary requirements, room assignments, and the full itinerary from any mobile device — always current.
When a traveler cancels, their room and coach assignment is flagged instantly. Update the list, version it, and share the new version with a single action. Hotels and drivers always have the current list.
Tour managers log in on any mobile device and see exactly their assigned trips. Traveler list, dietary requirements, room assignments, meeting schedules, and the full itinerary. Nothing more, nothing less.
Give travelers, parents, and payers a mobile-friendly self-service portal. They see their trip, make payments, and access documents — without calling you.
Voyita's self-service travel portal works on any smartphone browser. No app download. Travelers access it from the link in their confirmation email — instantly.
Travelers access full trip information — dates, itinerary, documents, and deadlines — from their account, at any time. Always up to date.
Account holders see exactly what they've paid, what's due, and when. One-click payment means the next installment takes 30 seconds, not a phone call.
Parents get real-time trip status for their child — room assignment, dietary confirmations, balance status, and itinerary — all from their account. Fewer calls to your office.
Travelers can update their own details — dietary requirements, emergency contacts, passport info — without contacting the operator. Changes flow directly into operator records.
Parents, guardians, and designated contacts can see trip details, registration status, and payment history for the travelers they are responsible for.
From the moment a traveler registers, they have a personal account with everything relevant to their trip. Payment schedule, itinerary, room assignment, and documents — all in one place, accessible from any device.
Most operator support load comes from three questions: has my payment gone through, what is the itinerary, and what room am I in. The portal answers all three automatically. Travelers stop calling. Your team gets time back.
See what is happening across every trip, traveler, payment, and staff member — all in one central dashboard. Voyita is the tour operator CRM built for group travel: real-time, always current, accessible by role.
All trips — active, registering, completed, and archived — in a single view. Filter by status, date range, or staff member. Export any view to CSV.
Every reminder sent, every email triggered, every notification delivered — logged per trip and per traveler. Know exactly what was sent and when.
Operators, coordinators, tour managers, and group leaders each get access scoped to their role. Sensitive financial data stays with the right people.
See all trips in a calendar — manage staff scheduling, spot overlaps, and plan capacity across the season at a glance.
Voyita surfaces what needs action — overdue payments, unsigned documents, unconfirmed vendors — so you focus on exceptions rather than scanning everything manually.
Build and save your own reports across trips, travelers, and payments. Share them with your team, your accountant, or your school board contacts.
Every active trip, every outstanding payment, every unconfirmed vendor, and every unsigned document surfaced in one view. Sorted by urgency. No manual checking required.
Coordinators see everything. Tour managers see their assigned trips and traveler lists. Group leaders see registrations and payments for their group. Each person logs in and sees exactly their scope — nothing more.
A training assistant for your team and automatic insights from customer feedback. No manual reading required.
A built-in training assistant for your team, plus automatic insight extraction from customer feedback. Understand what is working and what is not — without reading every response manually.
In a live 30-minute demo built around how you run trips — not a generic slide deck.
Every payment, installment, and refund is tracked individually per traveler — not just at the trip level. You can see each traveler's full payment history, current balance, and upcoming installments at a glance. Overdue payments are flagged automatically and trigger your configured reminder sequence.
Yes. Voyita's registration portal is fully mobile-optimized and works on any smartphone browser. No app download is required. Travelers receive a link in their confirmation email and can complete registration, upload documents, and make payments from their phone.
Yes. You set a deposit amount and up to five installment milestones per trip. Voyita tracks each traveler against that schedule, sends automated reminders at the intervals you define, and flags anyone who falls behind. You never need to manually chase payments.
When a trip fills up, registration automatically switches to waitlist mode. Account holders on the waitlist are notified of their position and kept informed. When a cancellation creates a space, you can promote the next person from the waitlist with one click — Voyita handles the notification.
Yes. Every quote can include your terms and conditions, cancellation policy, and any other documents you want the client to see before signing. Clients review and sign digitally via their browser — no printing, no emailing PDFs. Every signature is timestamped and stored in the trip record.
When a traveler cancels, Voyita flags their room and coach assignment instantly. You update the list, version it, and share the new version with a single action — hotels and drivers always receive the current list. Full version history is maintained so you can see exactly what changed and when.
Yes. Voyita tracks every version of a quote as trip details evolve. Clients always see the current version via a single shared link — no confusion about which PDF is the latest. You can compare versions internally and see which one the client viewed and signed.
No. The tour manager portal is fully mobile-optimized and works in any smartphone browser. Tour managers access their assigned trips, traveler lists, room assignments, dietary flags, and the full itinerary from a browser link — no app store, no download required.