Guided Tours & Excursions

From walking tours and food tours to historical excursions and sightseeing cruises, Resytech gives tour operators a complete booking system with per-person pricing, guide scheduling, capacity management, and automated customer communications — no equipment needed.

Why Resytech for Tour Operators

Tour businesses live and die by capacity management and customer experience. You need to fill seats without overbooking, schedule guides without conflicts, communicate logistics to customers before they arrive, and handle group bookings smoothly. Resytech is built for all of this.

Setting Up Your Tours: Activities Without Equipment

Tour businesses are the simplest setup in Resytech — you often don't need equipment at all. Each tour is just an activity with the right schedule, capacity, and pricing.

Basic Tour Setup

Each tour gets its own activity because they have different schedules, different pricing, different capacity limits, and different guide requirements.

Activity Type

Use Tour for guided experiences. This type is designed for fixed-schedule, capacity-limited offerings:

• Runs at specific scheduled times (e.g., 10:00 AM and 2:00 PM departures)
• Has a set duration (e.g., 2 hours)
• Priced per person or as a flat rate per booking (for private tours)
• Supports private tour bookings — enable "Allow Private Tours" during creation so customers can book the entire time slot exclusively

Scheduling

On the Scheduling tab:

• Date mode — use Year Round with blackout dates for holidays, or Repeating Days if tours only run on certain days (e.g., food tours on Friday and Saturday only)
• Time mode — use Specific Times for set departure times (e.g., 9:00 AM, 1:00 PM, 5:00 PM) rather than generated intervals
• Set early cutoff to prevent last-minute bookings (e.g., 2 hours before departure) so you know your headcount in advance
• Set future cutoff to limit how far ahead customers can book

Capacity & Demographics

On the Manifest tab:

• Guest Limit — maximum participants per tour (e.g., 15 for a walking tour, 40 for a bus tour)
• Guest Minimum — minimum participants to run the tour (e.g., 4 people). Useful for tours that aren't worth running with just 1-2 people.
• Age Restriction — set a minimum age if applicable (e.g., 21+ for a bar crawl)
• Demographics — define pricing tiers:

Demographics let customers select how many of each type are in their group. Each demographic can have its own price, and they all count toward the time slot's guest limit.

Relevant docs:

• Activities & Equipment — understanding activity types
• Your First Activity — hands-on setup walkthrough
• Set Up Activity Manifest
• Set Up Pricing

Guide & Staff Management

Facilitators

Guides are managed as facilitators in Resytech. Set them up under Location > Facilitators tab.

• Assign facilitators to specific activities — Guide A is qualified for the Walking Tour and Food Tour, Guide B only does the Walking Tour
• Resytech prevents double-booking guides — if Guide A is already assigned to the 10 AM Walking Tour, they won't be available for the 10 AM Food Tour
• View each guide's schedule on the booking calendar

Team Timesheets

Track guide hours with the built-in timesheet system (Apps > Timesheet):

• Guides clock in and out from the dashboard or mobile app
• Admins review, approve, and export timesheets for payroll
• Useful for part-time and freelance guides

Relevant docs:

• Facilitators & Guides
• Team Management
• Manage Facilitators

Special Events & Seasonal Tours

Beyond your regular schedule, Resytech supports one-off special events:

• Holiday-themed tours (haunted history walk at Halloween, holiday lights tour in December)
• Festival or event tie-ins
• Private group bookings on non-standard dates

Create special events on the activity's Special Events tab — set a specific date, custom time, and optionally different pricing or capacity from your regular schedule.

Pricing modifiers let you adjust prices without creating new activities:

• Charge more on weekends or holidays
• Offer early-bird discounts for morning tours
• Premium pricing for sunset or evening departures

Relevant docs:

• Create Special Events
• Change Price for Specific Dates

Taking Bookings

• Online bookings — customers select a tour, date, time, and number of guests (by demographic)
• Group bookings — your staff can create bookings from the dashboard for corporate groups, school trips, or travel agencies
• Private tours — if enabled, customers can book the entire time slot exclusively at a flat rate
• Custom fields — collect dietary restrictions (food tours), mobility concerns (walking tours), language preferences, or hotel name for pickup
• Booking calendar shows each departure with the current headcount so you can see at a glance which tours are filling up

Relevant docs:

• Booking Management
• Create a Booking

Customer Communications

For tours, pre-trip communication is critical. On each activity's Communication tab, configure:

• Arrive By — how many minutes before departure customers should arrive (e.g., 15 minutes)
• Meeting Location — exact address or landmark where the tour starts (e.g., "Meet at the fountain in Central Plaza")
• What to Bring — comfortable shoes, water bottle, camera, sunscreen, rain jacket
• Email Body — any additional instructions (parking info, dress code, what's included)

All of this is automatically included in the confirmation email sent immediately after booking. You can also set up booking reminders under Marketing > Booking Reminders to send a reminder email 24 hours before the tour.

Relevant docs:

• Marketing & Automation
• Configure Booking Reminders

Payments

• Online payments via Stripe — customers pay when they book
• Per-person pricing ensures revenue scales with group size
• Down payments — collect a deposit at booking and charge the balance closer to the tour date (configured on the activity's Payment tab)
• Pricing modifiers — seasonal pricing, weekend premiums, or holiday surcharges
• Gift cards — popular for experience-based gifts ("Give the gift of a food tour!")
• Coupons — partner with hotels, Airbnb hosts, and tourism boards for referral codes
• Invoicing — send invoices for corporate groups and travel agencies that need to pay on terms

Relevant docs:

• Payments & Billing
• Coupons & Gift Cards
• Create an Invoice

Waivers

Even without physical equipment, many tour operators require liability waivers — especially for active tours (hiking, cycling, water-based).

• Create waivers under Resources > Waivers with your liability language and any health/fitness acknowledgments
• Link waivers to specific activities — your walking tour may not need one, but your kayak tour does
• Customers sign digitally during checkout or via a link in their confirmation email

Relevant docs:

• Digital Waivers
• Create a Waiver

Customer Management & Marketing

Tour businesses thrive on repeat visitors and word-of-mouth:

• Customer profiles — track booking history, favorite tour types, and spending
• Tags — "Hotel Partner", "Travel Agency", "Repeat Guest", "Group Leader"
• Post-tour surveys — automatically send feedback requests after the tour completes
• Automated workflows — send a review request 24 hours after the tour, offer a discount on their next booking a week later
• Seasonal campaigns — promote new tours or seasonal specials to past customers
• Blog — publish destination guides, "Top 10 things to see" posts, and tour highlights to drive organic traffic to your booking page (Apps > Blog / CMS)

Relevant docs:

• Customers & CRM
• Marketing & Automation
• Blog & Content

Reporting

• Revenue by tour — see which tours generate the most revenue
• Occupancy rates — track how full your tours run on average (are you consistently hitting capacity or running half-empty?)
• Guide performance — revenue and bookings per facilitator
• Customer demographics — understand your audience (adults vs. families vs. seniors)
• Booking sources — measure the impact of hotel partnerships, social media, and your own website

Relevant docs:

• Reporting & Analytics
• Run a Revenue Report
• Track Activity Performance

Getting Started

Ready to set up Resytech for your tour business?

1. Initial Setup — company profile and Stripe connection
2. Adding Locations — your office or departure point
3. Activities & Equipment — understand activity types (you'll use Tour)
4. Your First Activity — create your first tour with scheduling, pricing, and capacity
5. Checkout Setup — brand your booking page
6. Go Live — pre-launch checklist and website embedding