The rule
Every booking goes into one calendar within minutes, whoever takes it and however it came in. Not the notebook, not the chat, not someone's memory.
What to record for each booking
- Tour, date and departure time
- Number of people
- Name and phone number
- Pickup point or hotel
- Paid, deposit, or pay on the day
- Where it came from: your site, WhatsApp, phone, a hotel, a reseller
Hotel desks and agents
Give each one a link to your tour pages, or a short form, so their bookings arrive complete. Record the source, so you can settle their commission at the end of the month without searching through messages.
Every evening
- Check tomorrow's departures and who is on them, in pickup order
- Send the reminder with the pickup time and what to bring
- Chase anything still unpaid
Why it matters
One calendar is how you avoid the double-booked boat and the forgotten pickup. It is also the only way to see which channels actually bring you bookings - the number you need before you decide what to keep paying for.