01
Booking Pattern
Whole-class and year-group bookings tied to the school calendar
For school trip providers
Booking software for school tours
Take whole-class bookings on invoice, capture pupil and staff numbers for risk assessments, hold provisional dates while a trip gets approved, and brief each venue.
At a glance
How School Tours businesses operate
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Capacity Type
Per-person places booked as full classes and year groups
03
Resources
Guides used to working with school groups; partner venues
04
Weather Dependent
Moderate for outdoor visits
05
Waivers
A staff-ratio and consent record rather than a liability waiver
06
Checkin
Guide confirms pupil and staff numbers as the coach arrives
07
Seasonality
Strong summer-term season; activity weeks and end of term
08
Party Type
Primary and secondary schools, year groups and whole classes
The challenges
What gets in the way
The operational friction we hear about most — and what Experiqo does about it.
01
The challenge
Trips need sign-off before they are firm
A teacher plans a visit that the head and governors must approve first. Holding a provisional date without payment lets a school confirm once the trip is signed off, rather than losing the slot.
02
The challenge
Risk assessments need real numbers
A school risk assessment depends on exact pupil and staff figures. Capturing both at booking gives the teacher the numbers to complete the paperwork the trip requires.
03
The challenge
Schools pay by invoice, not card
A primary school settles on a purchase order weeks after the visit, not a card at checkout. Invoicing with a deposit fits the school finance office.
04
The challenge
Coaches and arrival times need coordinating
A year group arrives by coach at a set time and the venue must be ready. Sharing arrival details keeps the drop-off orderly and the day on schedule.
05
The challenge
Term dates cluster demand
The summer term and activity weeks pack in visits. Availability that reflects the school calendar and a waitlist for busy weeks keep the diary manageable.
06
The challenge
Teachers rebook what worked
A trip that ran well gets booked again next year. Keeping each school's details and history together makes rebooking a two-minute job.
The platform
Features built for School Tours
01
Deposits & part-payments
Let guests secure a place with a deposit now and pay the balance automatically later, so higher-value trips are easier to say yes to.
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02
Back-office bookings
Take phone, email and walk-up bookings from the admin so every sale lives in one place, whatever channel it came through.
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03
Waitlists
Capture demand on sold-out departures and notify people the moment a place opens, so a cancellation becomes another sale.
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04
Availability rules
Set recurring schedules once and let Experiqo generate every departure, so your calendar fills itself instead of you building it by hand.
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05
Customer records
Keep every guest's details and full booking history in one record, so you know who your customers are and can bring them back.
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06
Manifests
View or print a complete guest list for every departure, with the details your team needs to run the trip, always up to date.
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07
Check-in
Check guests in from a phone or tablet, so your team knows who has arrived and who is still to come, without a printed list.
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08
Review collection
Ask guests for a review automatically after their trip, with a rating gate and a delay you control, target the whole business or an individual guide, and sync approved reviews to Google, Trustpilot and TripAdvisor.
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A day with Experiqo
How School Tours runs on Experiqo
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01
Step 1
A teacher holds a provisional date
A teacher reserves a Wednesday in June for a year group without paying yet, holding the slot while the trip goes for approval.
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02
Step 2
The school confirms on invoice
Once signed off, the school confirms sixty pupils and eight staff, pays a deposit, and receives an invoice for the balance for the finance office.
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03
Step 3
The venue gets the details
The partner venue receives pupil and staff numbers and the coach arrival time, so the space and the session are ready for the group.
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04
Step 4
The guide confirms on arrival
As the coach pulls in the guide confirms the pupil and staff count, matches it to the risk-assessment figures, and leads the visit.
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05
Step 5
A review request goes to the teacher
Afterwards the teacher is invited to review, building the reputation that wins next year's year-group bookings.
One connected system
One connected system, from booking to check-in
Every part of a school tours booking flows through one platform — no re-keying, no disconnected tools.
01 · Sell
Turn demand into paid bookings
Products
01
Availability
02
Bookings
03
02 · Operate
Keep guests and teams moving
Customers
04
Payments
05
Staff
06
03 · Understand
Use one live picture to grow
Resources
07
Communications
08
Reporting
09
No re-keying. No disconnected tools. A change in one workspace updates everywhere.
Related
Similar industries
FAQs
Questions from operators like you
Yes, reserve a provisional date without payment while the trip goes for sign-off, so the school keeps the slot rather than losing it during approval.
Record both at booking so the teacher has the exact figures a school risk assessment needs, and the venue plans for the real headcount.
Take a deposit and invoice the balance to the finance office, matching how schools settle on a purchase order after the visit.
Share arrival details with each partner venue so the drop-off is orderly and the session is ready when the coach pulls in.
Availability reflects the school calendar and a waitlist captures demand on packed weeks, offering places to schools waiting as they open.
Customer records keep each school's contact, ratios and history together, so rebooking a year-group visit takes a couple of minutes.