Tourcube software

Operations: run every departure with confidence.

The departure record is the operational heart of Tourcube: seventeen panels covering bookings, inventory, money, air, documents, and communications.

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Operations

Departure management

The departure screen is the deepest in the platform — seventeen working panels covering every aspect of running a group: bookings and passengers, budget and operations, accounting split into vendor payments and booking receipts, pricing, inventory and waitlist, group allocations, and departure setup.

  • Operational reports including rooming lists, manifests, air lists, booked options, and swag lists
  • Vendor and passenger communications managed per departure
  • Guest-facing portal documents, departure itineraries, and trip planners
  • Integrated forms and pre-trip questionnaires
  • Air management for the whole group
  • Custom fields, tasks, and comments at the departure level
  • Availability computed live from allotments: rooms available = allotment minus sold; persons account for guides automatically
Every panel of the Departure screen
BookingsBudget & OperationsAccountingPricingInventory & WaitlistReportsPortal DocsItineraryAirVendor CommsPax CommsTasksCommentsGroup AllocationsForms & PTQCustom FieldsSetup
Fjordland Explorer Hiking
Active FJE062026 06/20/2026 11 days / 10 nights -28 days until departure
Trip Code:FJE Trip Developer:Jordan Blake Trip Operations:Casey Nguyen Trip Support:Priya Raman Guides:Erik Solheim Min / Max Pax:4 / 14
✓ Departure Confirmed ✓ Itinerary Complete Final Details Complete Private Custom Disable Auto Emails
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Bookings Budget & Operations Accounting Pricing Inventory & Waitlist Reports Portal Docs Itinerary Air Vendor Comms Pax Comms Tasks Comments Group Allocations Forms & PTQ Custom Fields Setup
INVENTORY
Min Pax
4
Max Pax
16
Pax Avail
5
Max Rooms
8
Rooms Avail
2
Room TypeRms AlotRms SoldRms AvailPsn AlotGuestsGuidesPsn Avail
Double54.0011082
Single21.001211
Guide Room11.000220
Totals6.002923
WAITLIST
No waitlist entries for this departure.
Fjordland Explorer Hiking
Active FJE062026 06/20/2026 11 days / 10 nights -28 days until departure
Trip Code:FJE Trip Developer:Jordan Blake Trip Operations:Casey Nguyen Trip Support:Priya Raman Guides:Erik Solheim Min / Max Pax:4 / 14
✓ Departure Confirmed ✓ Itinerary Complete Final Details Complete Private Custom Disable Auto Emails
«
Bookings Budget & Operations Accounting Pricing Inventory & Waitlist Reports Portal Docs Itinerary Air Vendor Comms Pax Comms Tasks Comments Group Allocations Forms & PTQ Custom Fields Setup
PAX COMMUNICATIONS
Passenger Vendors
Document Stage
Final Documents ▾
From
Jordan Blake ▾
Output Method
Email ▾
RecipientBookingEmailLast Stage SentStatus
☑Carter, James & Anne197101jcarter@example.comPre-Trip Reminder · 05/12Ready
☑Bennett, Sarah197115s.bennett@example.comPre-Trip Reminder · 05/12Ready
☐Holloway, Daniel197128——No email
Fjordland Explorer Hiking
Active FJE062026 06/20/2026 11 days / 10 nights -28 days until departure
Trip Code:FJE Trip Developer:Jordan Blake Trip Operations:Casey Nguyen Trip Support:Priya Raman Guides:Erik Solheim Min / Max Pax:4 / 14
✓ Departure Confirmed ✓ Itinerary Complete Final Details Complete Private Custom Disable Auto Emails
«
Bookings Budget & Operations Accounting Pricing Inventory & Waitlist Reports Portal Docs Itinerary Air Vendor Comms Pax Comms Tasks Comments Group Allocations Forms & PTQ Custom Fields Setup
BOOKINGS
Bookings Passengers
Booking IDStatusCreate DateSourceReference NamePaxRooms
194452BK07/16/2025DirectCARTER,DOUGLAS11.00
194672BK08/07/2025DirectBENNETT,SUSAN11.00
195556BK10/28/2025DirectHOLLOWAY,KAREN11.00
196364BK01/08/2026DirectDIXON,LINDA21.00
196377BK01/09/2026DirectPARKER,DEBBY11.00
196491BK01/17/2026DirectELLIS,BARRY21.00
196492BK01/17/2026DirectMONROE,DEBRA21.00
YWE — Yosemite Weekend Escape
Active Room-Type Inventory Scheduled Departures
Trip ID:196 Type:Scheduled Days / Nights:4 / 3 Brand:Summit Trails Travel Window:01/01/2017 – 12/31/2026 Book Window:01/01/2016 –
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Overview Segments Pricing Seasons Departures & Inventory Task Schedule Tasks Seasonal Content Trip Information Custom Fields Interests Distribution Publish to Web Documents & Forms Change History
PUBLISH TO WEB
Trip published. The website has accepted the update. Open trip page ↗
Active (Display on Web)
  Displayed on the brand website
Last Publish Date
07/16/2026
Last Publish User
Melissa Ladvala
Publishing builds the trip feed and posts it to the brand CMS. Publish is available while the trip is Active or Under Construction.
YWE — Yosemite Weekend Escape
Active Room-Type Inventory Scheduled Departures
Trip ID:196 Type:Scheduled Days / Nights:4 / 3 Brand:Summit Trails Travel Window:01/01/2017 – 12/31/2026 Book Window:01/01/2016 –
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Overview Segments Pricing Seasons Departures & Inventory Task Schedule Tasks Seasonal Content Trip Information Custom Fields Interests Distribution Publish to Web Documents & Forms Change History
DEPART DATES ☐ Show all departures
DepartsDepartureIDNightsStatus
08/14/2026FJE08142610Active
09/04/2026FJE09042610Active
09/18/2026FJE09182610Waitlist
06/19/2027FJE06192710Planned
DEPARTURE 09/04/2026 — INVENTORY
Room TypeRms AlotRms SoldRms AvailPsn Avail
Double65.0012
Single21.0011
Totals6.0023
YWE — Yosemite Weekend Escape
Active Room-Type Inventory Scheduled Departures
Trip ID:196 Type:Scheduled Days / Nights:4 / 3 Brand:Summit Trails Travel Window:01/01/2017 – 12/31/2026 Book Window:01/01/2016 –
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Overview Segments Pricing Seasons Departures & Inventory Task Schedule Tasks Seasonal Content Trip Information Custom Fields Interests Distribution Publish to Web Documents & Forms Change History
IDENTITY
Trip Code:YWE
Status:Active
Trip Name:Yosemite Weekend Escape
Trip Type:Scheduled
Days / Nights:4 / 3
Trip Rating:14
Accm Rating:—
Pre-Trip Travel Days:—
Accounting Group:NAM-North America
Brand:Summit Trails
Modified 10/26/2021 by Taylor Simmons
TRIP RULES
Scheduled Departures:Yes
Multiple Price Categories:No
Rooms Inventory:Yes
Persons Inventory:Yes
Cabin Inventory:No
Room Type Inventory:Yes
Composite Inventory:No
Trip Has Options:Yes
Trip Has Choice Groups:No
Passport Required:No
Tiered Pricing:No
Private Available:No
Product

Trip management

Define trips once with everything attached — and let the inventory model match how you actually sell. Tourcube supports standard, room-type, multi-category, and composite inventory per trip, with scheduled departures or blackout-date models for independent travel.

  • Departure dates with inventory control, seasons, and seasonal pricing
  • Seasonal content for itineraries and web publishing, managed per trip
  • Task schedules that generate departure to-dos automatically
  • Distribution settings and one-click publish to your website
  • Trip-level documents, forms, interests, and custom fields
  • Full change history on every trip
  • Multiple brands managed within a single database
  • Season-aware pricing with price codes; inventory methods per trip: standard, room-type, cruise, or composite
Every panel of the Trip screen
OverviewSegmentsPricingSeasonsDepartures & InventoryTask ScheduleTasksSeasonal ContentTrip InformationCustom FieldsInterestsDistributionPublish to WebDocuments & FormsChange History
Communications

Automated emails

Schedule automated emails using user-defined scripts and rules for timely, personalized communication at every stage.

Fjordland Explorer Hiking
Active FJE062026 06/20/2026 11 days / 10 nights -28 days until departure
Trip Code:FJE Trip Developer:Jordan Blake Trip Operations:Casey Nguyen Trip Support:Priya Raman Guides:Erik Solheim Min / Max Pax:4 / 14
✓ Departure Confirmed ✓ Itinerary Complete Final Details Complete Private Custom Disable Auto Emails
«
Bookings Budget & Operations Accounting Pricing Inventory & Waitlist Reports Portal Docs Itinerary Air Vendor Comms Pax Comms Tasks Comments Group Allocations Forms & PTQ Custom Fields Setup
BOOKINGS
Bookings Passengers
Booking IDStatusCreate DateSourceReference NamePaxRooms
194452BK07/16/2025DirectCARTER,DOUGLAS11.00
194672BK08/07/2025DirectBENNETT,SUSAN11.00
195556BK10/28/2025DirectHOLLOWAY,KAREN11.00
196364BK01/08/2026DirectDIXON,LINDA21.00
196377BK01/09/2026DirectPARKER,DEBBY11.00
196491BK01/17/2026DirectELLIS,BARRY21.00
196492BK01/17/2026DirectMONROE,DEBRA21.00
Fjordland Explorer Hiking
Active FJE062026 06/20/2026 11 days / 10 nights -28 days until departure
Trip Code:FJE Trip Developer:Jordan Blake Trip Operations:Casey Nguyen Trip Support:Priya Raman Guides:Erik Solheim Min / Max Pax:4 / 14
✓ Departure Confirmed ✓ Itinerary Complete Final Details Complete Private Custom Disable Auto Emails
«
Bookings Budget & Operations Accounting Pricing Inventory & Waitlist Reports Portal Docs Itinerary Air Vendor Comms Pax Comms Tasks Comments Group Allocations Forms & PTQ Custom Fields Setup
PAX COMMUNICATIONS
Passenger Vendors
Document Stage
Final Documents ▾
From
Jordan Blake ▾
Output Method
Email ▾
RecipientBookingEmailLast Stage SentStatus
☑Carter, James & Anne197101jcarter@example.comPre-Trip Reminder · 05/12Ready
☑Bennett, Sarah197115s.bennett@example.comPre-Trip Reminder · 05/12Ready
☐Holloway, Daniel197128——No email
Communications

Generate communications for a whole departure at once.

The Communications panel is a generation engine: pick a document stage (invoices, pre-trip reminders, final documents, or an ad hoc trip communication), choose the sending user, and build the recipient list for the entire departure in one pass. Office BCC copies, travel-agent passenger inclusion, and per-run custom scripts are all one checkbox away.

  • Document stages drive what gets generated, from confirmation to final docs
  • Recipient list built per departure with per-booking email status
  • Vendor communications tracked alongside passenger communications
Operations

Guide portal

A mobile-friendly portal where guides and trip leaders manage the departures they are assigned to.

  • View upcoming and past departures
  • Access guest lists and guest details
  • Upload required forms and documents, including expense reports
  • View and download all departure-related documents and reports
SUMMIT TRAILS 120 Ridgeline Way, Bend, OR 97702
800 555 0140
summittrails.example
Departure Report
Rooming List
Trip
Fjordland Explorer Hiking
Code
FJE062026
Departs
06/20/2026
Total Rooms
7
Doubles
5
Singles
2
Doubles
Room #1Carter, Douglas
Carter, ElaineAnniversary trip
Room #2Dixon, LindaGluten-free
Dixon, Robert
Room #3Ellis, Barry
Ellis, JoanGround floor preferred
Singles
Room #6Bennett, SusanVegetarian
Room #7Holloway, Karen
Total Guests: 12
SUMMIT TRAILS 120 Ridgeline Way, Bend, OR 97702
800 555 0140
summittrails.example
Departure Report
Departure Manifest
Trip
Fjordland Explorer Hiking
Code
FJE062026
Guests
12
NameCity and StateGenderDOBAgePrevious TripsOccupation
Carter, DouglasAshland, ORM04/12/1961653Retired
Medical: None
Diet: None
Fitness: Hikes 3x weekly
Special Occasion: 25th wedding anniversary
Emergency: M. Carter · 555-0184
NameCity and StateGenderDOBAgePrevious TripsOccupation
Bennett, SusanSanta Fe, NMF09/02/1968571Architect
Medical: Penicillin allergy
Diet: Vegetarian
Emergency: T. Bennett · 555-0117
Insurance: Travelex · TX-88401
NameCity and StateGenderDOBAgePrevious TripsOccupation
Dixon, LindaBoise, IDF06/23/1970565Teacher
Diet: Gluten-free
Comments: Prefers front of van
Emergency: A. Dixon · 555-0122
Total Guests: 12
SUMMIT TRAILS 120 Ridgeline Way, Bend, OR 97702
800 555 0140
summittrails.example
Departure Report
Air Manifest — All Flights
Trip
Fjordland Explorer Hiking
Code
FJE062026
Departs
06/20/2026
Arrival Flights
DateAirlineFlightAirportsArrivesPaxClientsPre-Trip Services
06/19LufthansaLH 4102FRA–BGO2:15 PM5Carter D & E
Bennett S
Ellis B & J		Group transfer · pre-night Hotel Havnekontoret
06/19KLMKL 1187AMS–BGO4:05 PM2Dixon L & RGroup transfer
06/20SASSK 277OSL–BGO9:40 AM1Holloway KPrivate transfer
Total Guests: 8
Departure Flights
DateAirlineFlightAirportsDepartsPaxClientsPost-Trip Services
07/01LufthansaLH 4103BGO–FRA11:20 AM7Carter D & E · Dixon L & R
Ellis B & J · Holloway K		Group transfer
Total Guests: 8
Home base

Start anywhere in one click.

The dashboard is the operational front door: twelve quick links with number hotkeys — tasks, inquiries, CRM search, recent bookings, Trip Shopper, booking creation, the web booking queue, Flex Reports, and your own departures split by development and operations role. Quick search jumps straight to any client, booking, departure, trip code, or custom quote by ID.

  • Task overview with overdue and due-today counts
  • Trip Shopper: filter and shop departures without leaving the dashboard
  • Web booking queue for reviewing incoming online bookings
  • Per-user layout: reorder or hide sections and tiles to match your role
Show Cancelled Show Custom Show Private Best Seller Only New Trips Only Sort by Trip Name Clear Filters Columns ⚙ Close
Trip CodeTrip NameDepartDaysAvailRoom AvailFrom
FJEFjordland Explorer Hiking08/14/20261184$6,495
FJEFjordland Explorer Hiking09/04/20261121$6,495
APHAndes & Pacific Highlands09/20/2026963$5,240
APHAndes & Pacific Highlands10/11/20269Waitlist0$5,240
YWEYosemite Weekend Escape10/23/20264105$1,890
PATPatagonia Explorer11/12/20261063$7,120
PATPatagonia Explorer12/05/20261011$7,120
7 departure(s)
INVENTORY
Room TypeHeldSoldOpen
Double642
Single321
REMINDER
Sept departure: charter transfer confirmed — note single supplement limited to 3.
Welcome to Tourcube
Your operations home base — jump straight to a record or browse the menu in the left nav.
QUICK LINK
✓My Tasks1
✉My Inquiries2
👥Search CRM3
🕐My Recent Bookings4
🔍Find Booking5
🧭Trip Shopper6
＋Create Booking7
🌐Web Booking Queue8
📊Flex Reports9
⚑My Departures (Dev)10
⚑My Departures (Ops)11
📄Find Custom Quote12
TASK OVERVIEW
0 # of Tasks Overdue
2 # of Tasks Due Today
QUICK SEARCH
Client ID
e.g. 50231
Departure ID
e.g. KENYA052823
Custom Quote ID
e.g. Q-3391
SESSION INFORMATION
Userjblake
Current Date07/18/2026
DatabaseProduction
Session TypeStandard
LICENSE
CompanySummit Trails
Users14 of 20
Fjordland Explorer Hiking
Active FJE062026 06/20/2026 11 days / 10 nights -28 days until departure
Trip Code:FJE Trip Developer:Jordan Blake Trip Operations:Casey Nguyen Trip Support:Priya Raman Guides:Erik Solheim Min / Max Pax:4 / 14
✓ Departure Confirmed ✓ Itinerary Complete Final Details Complete Private Custom Disable Auto Emails
«
Bookings Budget & Operations Accounting Pricing Inventory & Waitlist Reports Portal Docs Itinerary Air Vendor Comms Pax Comms Tasks Comments Group Allocations Forms & PTQ Custom Fields Setup
REPORTS
Print Flex
Air Manifest
Client Profiles*
Final Bulletinlegacy
Guest Forms Status
Guide Contact List
Hotel List
Optional Services
Pax Forms ReportChoose form…
Passport Manifest*
Rooming List*
Trip Dining Manifest
Trip Itinerarylegacy
Trip Roster
Trip Option filter
All options ▾
Report Vendor
All hotels ▾
Produce Selected
Checked reports open together as PDFs. Flex reports add grid chrome: expand, column reorder, Excel export.
Insight

Reporting

Operational and business reporting drawn from live data — the documents your operations team hands to hotels, guides, and transfer companies come straight out of the departure record.

  • Rooming lists, manifests, and air lists per departure
  • Export clients, booking data, evaluation responses, accounting transactions, and product information to Excel
  • Automated daily reports delivered by email and uploaded to AWS or Wasabi
Start the conversation

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