For tour operators, group organisers and everyone on the trip
One calm place for the whole trip.
Build the trip once: the day-by-day plan, flights and stays, rooms and documents. Travellers, guides and drivers each see what's theirs on their phone, with updates they confirm, and a copy that works without signal.
There is no charge for a TrvlCrew account today. Travellers join by invite link or join code. Sign in
For tour operators
Run the trip from one place, not from forty chats.
TrvlCrew replaces the PDF, the spreadsheet and the group chat with one trip that everyone sees from their own side.
- The plan is a PDF that was right three versions ago.
- Flight times, rooms and passport numbers live in a spreadsheet only you can open.
- A change goes out on WhatsApp and you never know who read it.
- On day four there's no signal, and nobody can find the voucher.
How it works
Build the trip
Start from your itinerary PDF, which TrvlCrew reads into days, stays and flights for you to check, or from a past tour. Add rooms, documents and what each traveller needs to send.
Invite everyone
Travellers get an email invite that expires, or the tour's 6-character join code. Guides and drivers get their own crew view of the days they work.
Run it on the road
Today's plan, announcements and chat. Tell travellers about a change and see who confirmed it. Phones keep a copy for when there's no signal.
Every tour, one home.
Hand-build the tour the way you'd plan it for your own family, then run it from one calm hub.
Plan
- Day-by-day itineraries with times, places and meeting points
- Import an itinerary, a flight booking or a stay from a PDF
- Flights, transfers and stays, with rooms per stay
- An interactive map of the tour's places
- Field notes: AI-assisted destination notes reviewed and published by the operator, with sights from Wikivoyage
- A library of your stays, restaurants, guides and drivers, reused on every tour
Prepare
- Readiness: who has sent their passport, diet and emergency details, and who hasn't
- Entry requirements per destination
- Vouchers, tickets and trip documents
- Requests for deposits and balances, and who has paid
- Supplier lists by day, as PDF or CSV
Run
- A command centre with what needs you across all your tours
- Change notices that travellers and crew confirm
- Announcements, group chat and polls
- A crew view for guides and drivers, with their days, documents and messages
- Your team: a lead and assigned operators per tour
- Private reminders for you or your team
- Shared expenses, settled at the end
A note on scope: TrvlCrew does not take payments for tours — travellers pay you the way you arrange, and you mark each request paid. Updates reach phones that have browser notifications turned on. Completed tours can be duplicated into a new draft.
For group organisers
Not a tour company? It works for your trip too.
If you're the one organising the offsite, the conference week or the family trip, you get the same tools: one plan everyone can see, who arrives when, who sleeps where, the documents, and updates that reach everyone.
Made for trips like
- Company offsites and incentive trips
- Conference weeks
- School, alumni and club tours
- Family reunions and big birthdays
- Safaris, retreats, food and wine tours
For travellers
Everything travellers need, without another app install.
Travellers open their tour from the invitation, in the browser, and find the latest plan and everything that goes with it. When something changes, they're told, and one tap says they've seen it.
- Today's plan, with times, places, meeting points and the weather
- Your flights and stays, and your room where it's been set
- Tickets, vouchers and travel documents shared by the operator
- Readiness: what you still need to send before you go
- An interactive map, with field notes on each place
- Announcements, group chat, polls and a shared gallery
- A copy of the trip on your phone for when there's no signal
- Opens in your browser — no app store install
Have an invite link? Just open it — it shows you the trip first.
The same tour, from both sides.
Every screen below is the live TrvlCrew interface captured with a sample tour; names, dates and content are demonstration data.
What you use to plan and run a tour: the command centre, the tour workspace, the itinerary, Field Notes and announcements.
Operator
The command centre
Open TrvlCrew and see what needs you, what is happening today, and every active or upcoming tour with joined traveller counts.
Questions, answered.
No. Anyone organising a group trip can use it: a company offsite, a conference week, a club or school tour, a family reunion. You get the same tools as a tour operator.
No. Travellers can open their tour in a browser from an invite link or join code. No app store install is required. They can add it to their home screen if they like.
Yes. Invite them as crew on a tour and they get their own view of the days they work: the plan, who's coming with their diets and allergies, crew announcements, documents, and messages with you.
Yes. A person can help manage tours as an operator and also join other tours as a traveller — from the same account.
Tour content — the itinerary, documents, map, announcements, chat, gallery and published field notes — is visible to the people on that tour. Passport numbers, dates of birth, allergies and health details open only for the business's owners and the operators running that tour, and the traveller can see when they were opened. Crew see the days they work. Travellers only see the tours they have joined.
Field notes are short destination write-ups for the tour's places. An operator generates and reviews them, and they are shared with everyone on that tour — they are not private traveller notes. They also show the main sights from Wikivoyage, with credit. Travellers read them; they don't write them.
Operators create and manage the tours in their organisation; travellers control their own account details and the notes they add to their readiness submissions. TrvlCrew is the data controller for the service — see Privacy for how data is stored, retained and deleted.
An email invite link is tied to a single invitation and expires. A tour also has a 6-character join code, so treat that code like a password and share it only with your travellers. Operators can see who has joined and remove access at any time.
Yes. Duplicate a tour from your dashboard to create a new draft with its itinerary, flights and stays, the readiness requirements that apply to everyone, and your open reminders, with dates shifted to your new start date. Travellers, documents, chat, announcements, payments and field notes are not copied, and the new tour gets its own join code.
Yes, for what's already on the phone. From a week before the trip, each phone keeps its own copy of the tour — the plan, flights and stays, announcements, what's needed, and the trip's documents — and refreshes it whenever there's signal. Very large files may not fit on a full phone. Some things, like chat and opening passport details, need a connection.
No. Updates such as announcements and change notices reach people as notifications on their phone, once they've turned on browser notifications. Everything is also in the trip hub. The reminders an operator sets for themselves or their team stay private to them.
No. TrvlCrew does not handle bookings and does not take payments for tours. An operator can send a traveller a request for a deposit, the balance or an extra, and mark it paid once the money arrives; the traveller pays the operator directly, the way they've arranged. TrvlCrew does not process or hold card details.
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