For group and fixed departure operators
Tour operator software to run each group departure from one record
Know how many seats are left, which passengers still need attention, and what each trip is costing. Keep your team working towards the same departure plan.
Seats per departure
Check places left before offering seats.
Passenger readiness
See pax counts and missing details early.
Money per trip
Payments and supplier bills on the booking.
A group tour has too many moving parts for one Excel sheet
“Berapa seat lagi tinggal?”
Sales changes the pax count. Operations updates the rooms. Finance chases balances, and the hotel and coach company want their deposits. Every change affects the same departure.
What usually goes wrong
If one simple answer needs five WhatsApp messages and three Excel files, it is costing you more than you think.
Not sure how many seats are left
Sales cannot say for sure if a departure or room type still has space.
Last-minute manifest rush
Passenger names, passports, rooms, and transport details come in different formats.
Profit per trip is unclear
Supplier payments and customer payments are checked away from the booking.
A departure with seats, passengers, and money in one view
This example uses sample data. In your account, you will see your own customers, bookings, and settings.
Next departure
Seoul Winter 6D5N
3
days to go
Passengers
24/24
Passports
23/24
Rooms
12/12
Payments
22/24
Needs attention
1
passport still missing
Rooming list ready
Updated by Aina
Manage each departure as one file
Keep the package, passenger preparation, and trip figures close enough for your team to act before departure day.
Keep an eye on available seats
Check availability for the departure before offering places to the next group.
Get the passenger list ready earlier
Find missing traveller details and prepare the list your tour leader needs.
Learn from each trip
Review recorded income and supplier costs to make better decisions about future departures.
For outbound, inbound, domestic, Umrah, and MICE teams
Packages and bookings are set up for the mix Malaysian operators handle, including fixed groups, private tours, ground arrangements, and corporate trips.
What this means in daily work
- Prepare family groups with adults, children, and infants.
- Support outbound, inbound, domestic, and Umrah departures.
- Keep room, meal, and assistance requests available when preparing the group.
Guides for Malaysian agencies
Practical reading from the WauHub blog and guides.
One package list, many ways of running the trip
Private tours, group tours, join-in tours, and fixed departures are run differently. Seats, passenger lists, rooms, transport, guides, and supplier commitments change with each.
- Private tour (FIT)The price moves with the details
- Cost can change with travel dates, group size, guide language, vehicle type, and supplier confirmation.
- Group tour (GIT)Watch the numbers before the manifest
- Pax count, free-of-charge places, rooming, meal needs, and release dates must stay visible until the final list.
- Join-in tour (SIC)Cut-off and pickup matter
- Cut-off time, pickup point, tour language, allocation, and when to stop selling matter as much as the seats left.
- Fixed departure (SD)Each date has its own numbers
- Dates in a series share one package, but each date has its own seats, pax, payments, and supplier position.
In Malaysia, MOTAC licenses inbound, outbound, ticketing, and Umrah or Ziarah as separate fields. WauHub keeps your operating records. Licensing and approvals stay with your agency.
Questions agency owners ask us
Straight answers before you change how your team works.
Can WauHub manage several passengers under one booking?
Yes. One booking can hold many passenger records, each with its own travel details such as passport, room, transport, and meal needs. This suits family bookings and groups where one person books for everyone.
Can I manage fixed departure capacity?
Yes. Packages can have departures with seat and stock controls. The exact setup depends on how your package and purchase options are configured, so you can match it to how you sell each trip.
Can I see revenue and cost for a group?
Yes, if the items are recorded. Booking views pull together the linked invoices, payments, and supplier bills, so the numbers are only as complete as what your team records against the booking.
Follow the departure through pax, suppliers, and profit
Running a group is more than counting seats. These modules connect the passenger file, what you owe suppliers, customer payments, and the final numbers for the trip.
Bookings and passengers
Check passenger details and readiness inside each booking.
Customers and passengers
Keep the booker separate from every pax in the group.
Supplier bills and expenses
Track supplier deposits, vouchers, supporting documents, and costs for the trip.
Reporting and analytics
See collections, what you owe suppliers, cash, and results per booking.
Get the next departure ready before the group chat gets noisy
Bring one current tour file. We will map the package, passengers, suppliers, and payments with you.