01
Booking Pattern
Regular campus tours plus concentrated open-day bursts
For university campus tours
Booking software for university tours
Publish open-day and campus-tour slots, split large open-day crowds across ambassador-led groups, capture prospective-student details, and manage no-shows.
At a glance
How University Tours businesses operate
02
Capacity Type
Per-person places split across several ambassador-led groups
03
Resources
Student ambassadors leading groups around campus
04
Weather Dependent
Low — tours continue in most weather
05
Waivers
Not required
06
Checkin
Ambassador checks visitors in at a campus welcome point
07
Seasonality
Open-day and offer-holder seasons drive sharp peaks
08
Party Type
Prospective students with parents, often booking a place plus guests
The challenges
What gets in the way
The operational friction we hear about most — and what Experiqo does about it.
01
The challenge
Open days bring a crowd, not a group
Hundreds arrive across a morning and must be split into ambassador-led groups. Capacity that scales as you assign ambassadors turns a crowd into manageable tours.
02
The challenge
A prospective student books for a family
One applicant usually brings a parent or two. Booking a place plus guests, and knowing the real headcount, means ambassadors set off with the right numbers.
03
The challenge
Course interest shapes the tour
A prospective engineer and a prospective historian want different stops. Capturing course interest at booking lets ambassadors tailor the walk to who is in the group.
04
The challenge
Free tours make no-shows costly
Because campus tours are free, no-shows run high and waste ambassador time. Reminders the day before firm up who is actually coming.
05
The challenge
Data needs to reach the admissions team
Prospective-student details captured at booking are valuable to the wider recruitment effort. Clean records and exports get that data where it needs to go.
06
The challenge
Offer-holder days concentrate demand
Offer-holder and clearing days pack visits into a few dates. A waitlist and quick extra tours keep the peak days flowing.
The platform
Features built for University Tours
01
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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02
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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03
Capacity control
Cap the number of places by date, time, guide, vehicle or equipment, so you sell exactly what you can deliver and never oversell.
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04
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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05
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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06
Staff & guide assignments
Assign staff and guides to departures so everyone knows what they are running, and no trip goes out without someone to lead it.
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07
Booking reminders
Automatic reminder emails go out a set number of days before departure, so guests turn up prepared and on time, and you see fewer no-shows.
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08
CSV exports
Export your bookings, customers and reports to CSV whenever you need them, for your accountant, your own analysis or peace of mind.
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A day with Experiqo
How University Tours runs on Experiqo
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01
Step 1
Publish tour and open-day slots
Set regular campus tours and concentrated open-day slots, ready to split large crowds across ambassador-led groups.
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02
Step 2
An applicant books with guests
A prospective student books a place plus two parents, notes their course interest, and gets the campus welcome-point details in their confirmation.
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03
Step 3
Ambassadors are assigned as numbers grow
As an open-day slot fills you assign more ambassadors, capacity rises to match, and each ambassador gets a manageable group on their own manifest.
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04
Step 4
The ambassador checks visitors in
At the welcome point the ambassador ticks visitors in, sees the course interests in the group, and tailors the campus walk accordingly.
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05
Step 5
Details reach admissions
Prospective-student records are kept clean and exportable, feeding the wider recruitment effort after the visit.
One connected system
One connected system, from booking to check-in
Every part of a university 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
Assign more ambassadors to a busy slot and its capacity rises to match, splitting the crowd into well-sized guided groups on separate manifests.
Yes, a prospective student books a place plus guests, so ambassadors set off knowing the real headcount rather than guessing.
Record course interest at booking so it shows on the manifest, letting ambassadors tailor the campus walk to who is in the group.
Day-before reminders firm up who is actually coming, so ambassador time is not wasted on a slot half the bookings never attend.
Prospective-student details are kept in clean records and can be exported, feeding the wider recruitment and admissions effort after the visit.
A waitlist captures demand on packed offer-holder and clearing dates, so you can add tours and keep the peak days flowing.