Reservation Management
What Is The Best Tour Operator Software?

Are you in the travel industry and looking for the best tour operator software? Look no further than Indexic. With their online booking and waiver software, they offer a range of top features specifically designed for tour operators. From advanced equipment resource modules to dynamic pricing and comprehensive reporting, Indexic has everything you need to streamline your operations and optimize your profits. Communicate directly with customers, capture electronic waivers, and even recover abandoned bookings with their user-friendly platform. With Indexic, you can take your tour operator business to new heights.


Must-Have Tour Operator Software Features

tour operator software features

Advanced Equipment Resource Module

Indexic's advanced equipment resource module is designed to help tour operators efficiently manage their rental inventory. With this feature, you can accurately capture bookings and view all your rentals on one screen. This allows you to easily track the availability and status of your equipment, ensuring that you never double-book or oversell your resources.

Auto-Cancellation & Rescheduling

Dealing with cancellations can be a hassle for tour operators, but Indexic's auto-cancellation and rescheduling feature simplifies the process. When a cancellation occurs, Indexic automatically contacts everyone via phone, email, and text that is on the reservation list to inform them of the cancellation and send a secure booking link to reschedule for a future trip. This takes away a lot of administrative and ensures that your customers are informed and can make alternative arrangements easily.

Booking Optimization Technology

One of the key features of Indexic is its booking optimization technology. This feature allows customers to book multiple activities in one transaction, resulting in higher sales for your business. By offering bundled packages or combo deals, you can increase customer satisfaction and maximize your revenue.

2-Way Texting, Email & Text Reminders

Communication is essential in the tour operator industry, and Indexic understands this. With their 2-way texting, email, and text reminder feature, you can communicate directly with your customers and document all interactions. This allows for smooth and efficient communication, ensuring that both you and your customers are on the same page.

Integrated Waivers

Indexic offers an integrated waiver feature that allows you to capture a person's identity and signature seamlessly. Whether it's on a desktop, mobile, or tablet, you can easily collect electronic waivers, eliminating the need for paper waivers and manual documentation. This feature streamlines the waiver signing process and helps you maintain accurate records.

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Dynamic Pricing

Pricing in the tour operator industry can vary based on demand, event time, and day of the week. Indexic's dynamic pricing feature allows you to easily change pricing based on these factors, securing more sales and optimizing your profits. By adjusting prices to match demand in the market, the operator will improve sales during peak times and maximize revenue during slower periods.

Tidal & Sunset Smart-Scheduling

For tour operators offering activities tied to specific tides, sunset, or sunrise times, Indexic's tidal and sunset smart-scheduling feature is a game-changer. This feature allows you to automatically set activities and tour times based on accurate predictions of the sunset and tides in your area, ensuring that your tours/activities are scheduled at the most optimal times for your customers.

Smart & Comprehensive Reporting

Data analysis is crucial in making informed business decisions, and Indexic's smart and comprehensive reporting feature provides you with real-time and customized reports about your resources, revenue, and reservations. With this feature, you can track key metrics, identify trends, and make data-driven decisions to improve operational efficiency and drive growth.

Personnel Module

Managing personnel and scheduling their availability can be a challenge for tour operators. Indexic's personnel module simplifies this process by allowing you to schedule required personnel for activities, email work reminders, and provide work calendars to those assigned to work an event. This feature ensures that you have the right staff in place and enhances communication within your team.

Point of Sale

Indexic's point-of-sale terminal accepts EMV chip, tap-to-pay, and swipe payments, providing your customers with a seamless and convenient payment experience. With this feature, you can easily process payments, track transactions, and provide a secure payment solution to your customers.

Rental Image Capture

To protect your business and prevent loss or damage to rental equipment, Indexic offers a rental image capture feature. This allows you to take photos of IDs and rental equipment, ensuring you have documentation in case of disputes or issues. By capturing images, you can minimize the risk of fraud and enhance the security of your rental operations.

Early-Return Auto Monitoring

Maximizing revenue is a priority for tour operators, and Indexic's early-return auto-monitoring feature helps you achieve this. When customers return equipment earlier than scheduled, Indexic automatically places those items back into inventory, allowing you to maximize your revenue by quickly making them available for other bookings.

Abandoned Booking Recovery

Sometimes, customers start the booking process but don't complete it, resulting in abandoned bookings. Indexic offers an abandoned booking recovery feature that sends remarketing emails at the optimal time to engage with customers who stopped the booking process before completion. This helps you recover potential business and convert those abandoned bookings into confirmed reservations.  Research shows that, on average, over 10% went back and completed the purchase

Add a Surcharge

Incurring additional business expenses is not uncommon for tour operators, and Indexic understands the need to recover those expenses. With the add a surcharge feature, you can easily add a surcharge to bookings, allowing you to recoup additional costs and maintain profitability.

Move a Booking Between Different Events

Flexibility is essential in the tour operator industry, and Indexic's move a booking between different events feature provides just that. In case of scheduling conflicts or customer requests, you can easily move a booking from one event to another, ensuring that your customers can still enjoy the experience they signed up for.


Factors to Consider when Choosing Tour Operator Software


When selecting tour operator software, user-friendliness is crucial. You want software that is intuitive and easy to navigate, allowing you and your team to quickly learn and utilize its features without extensive training or technical knowledge. Look for software that has a clean and organized interface, with logical workflows and clear instructions.

Integration with Other Systems

Tour operators often rely on multiple systems and tools to manage their operations. It's essential to choose software that seamlessly integrates with these existing systems, such as electronic waiver software. Integration ensures smooth data flow, eliminates manual data entry, and improves overall efficiency.

Mobile Compatibility

In today's mobile-driven world, having tour operator software that is compatible with mobile devices is essential. Look for software that offers mobile apps or responsive web design, allowing you to access and manage your operations on the go. Mobile compatibility enables you to respond to customer inquiries, manage bookings, and stay connected with your team, no matter where you are.

Payment Processing Options

Efficient and secure payment processing is essential for tour operators. Look for software that offers multiple payment processing options, such as credit card payments, online payments, or integration with popular payment gateways. This provides convenience for your customers and ensures smooth financial transactions.

Security Features

As a tour operator, you handle sensitive customer information, including personal and financial data. It's crucial to choose software that prioritizes security and implements robust measures to protect this data. Look for software that offers encryption, secure servers, and compliance with industry standards such as PCI-DSS. Additionally, consider features like user access controls and data backup options for added security.

Customer Support

Having reliable customer support is vital when using tour operator software. You may encounter technical issues or have questions about the software's features and capabilities. Choose software that offers responsive customer support, preferably with multiple channels like phone, email, or live chat. Look for providers that have a reputation for excellent customer service and prioritize their customers' success.


Pricing is always a significant factor to consider when choosing tour operator software. Take into account your budget and compare the pricing models of different software options. Some software may charge for only the reservations that were made on the website, while others offer monthly or annual subscriptions. Consider the features included in each pricing tier and evaluate the value the software provides for the cost.


Your tour operator business may grow and evolve over time, so it's important to choose software that can scale with your needs. Look for software that can accommodate an increasing number of bookings, resources, and staff members. Scalable software allows you to easily expand your operations without experiencing limitations or the need to switch to a new system.

Third-party Integrations

Consider the third-party integrations available with the tour operator software you are considering. These integrations can enhance your operations by enabling you to connect with popular online travel agencies, channel managers, or marketing platforms. Evaluate the available integrations and choose software that aligns with your distribution and marketing strategy.


Top Tour Operator Software Options


Indexic is a top tour operator software option with comprehensive features designed to streamline operations, enhance customer experience, and maximize revenue. With its advanced equipment resource module, auto-cancellation and rescheduling feature, booking optimization technology, and extensive reporting capabilities, Indexic provides a robust solution for tour operators.

Comparison of Tour Operator Software Options

Criteria Description
Features Consider the range of features offered, such as online booking management, resource tracking, payment processing, and reporting capabilities. Evaluate how comprehensive each software's features are and determine which ones are essential for your operations.
Pricing Take into account your budget and assess each software's pricing model. This could range from small fees for reservations made through the software to higher annual or monthly ongoing fees. Assess the long-term affordability and value provided by each option.
Customer Reviews Look for reviews from businesses similar to yours to gauge effectiveness. Pay attention to customer support, ease of use, and overall satisfaction when reading customer reviews. This will help you understand how the software performs and its potential impact on your business.
Overall Rating Consider the software's overall rating or reputation, including industry recognition and awards. A high overall rating indicates that the software has proven to be effective for other tour operators and is likely to meet your business needs.


When comparing tour operator software options, it's important to consider the features offered by each. Look for features that align with your specific business needs, such as online booking management, resource tracking, payment processing, and reporting capabilities. Evaluate the comprehensiveness of each software's features and determine which ones are most essential for your operations.


Pricing is another important factor to consider when comparing tour operator software options. Take into account your budget and evaluate the pricing models of each software. Some software companies charge a small fee for reservations made from the website, while others may have a higher annual investment or monthly ongoing fees. Consider the value provided by each software and assess its affordability in the long run.

Customer Reviews

Customer reviews and feedback can provide valuable insights into the effectiveness of tour operator software options. Look for reviews from businesses similar to yours and consider their experiences with the software. Pay attention to comments about customer support, ease of use, and overall satisfaction. This will help you gauge the software's performance and its potential impact on your operations.

Overall Rating

Consider the overall rating or reputation of each tour operator software option. Look for industry recognition, awards, or positive reviews from reputable sources. A high overall rating indicates that the software has proven to be effective and reliable for other tour operators, increasing the likelihood that it will meet your expectations.

Choosing the right tour operator software is essential for effectively managing your operations, enhancing the customer experience, and maximizing revenue. Features such as advanced equipment resource modules, auto-cancellation and rescheduling capabilities, booking optimization technology, and dynamic pricing can greatly benefit your business. Factors like user-friendliness, integration with other systems, customization options, mobile compatibility, payment processing options, security features, customer support, pricing, scalability, and third-party integrations should also be considered when making a decision. It's important to evaluate top tour operator software options like Indexic based on their features, pricing, customer reviews, and overall rating to determine which one best suits your specific needs and goals. With the right tour operator software in place, you can streamline your operations, improve customer satisfaction, and drive the success of your tour operator business.