Tour guide CRM: from agency work to individual guests every tour in one panel
Tour guide software, program and CRM on one platform: Tour guide job tracking software, customer management software and sales automation with WhatsApp.
Group tours from agencies, individual guests writing directly, questions in three different languages and a scattered tour calendar — it all gets mixed up inside your phone. Bring every channel into a single inbox; track agency B2B and individual tours separately, sync your tour calendar with Google Calendar, handle multilingual conversations with translation, and send post-tour review requests with templates.
Which CRM software should be used for Tour guide? ÖzgürKod is a CRM for Tour guide businesses: Agency B2B and individual tours, multilingual communication, tour calendar synced with Google Calendar, post-tour review requests — all in a single panel. Setup takes minutes; try it free for 7 days.
Deals lost before the tour begins
Your knowledge and languages are ready; the problem is a tangled calendar, agency work that goes untracked and unwanted reviews.
The tour calendar is scattered and overlapping
Which day has which agency’s group, which day has an individual tour — it’s all spread across different notebooks and messages. When the calendar isn’t in one place, two tours get accepted for the same day; either the work is turned down or a second guide is called in a panic.
Agency relationships go untracked
You work with several agencies, but no one tracks who sends work how often, which group is confirmed for which date, or who hasn’t sent work in a long time. A steady B2B relationship turns into one-off jobs because messages are scattered.
Multilingual questions get half answered
Questions from three different guests arrive the same day in French, English and German; sentences bouncing back and forth in a translation app end up half finished and the price arrives late. A guest who doesn’t get a clear answer in their own language makes arrangements with another guide.
Deposits and balances lost in chat
Deposits from individual tours and balances from agency groups come in through different channels; who paid how much and whose balance is still open gets lost among receipts and messages. On the morning of the tour, a payment mix-up happens in front of the guest.
Happy guests are never asked for a review
The tour ends, the guest says thank you, everyone goes their separate ways. When a very happy guest is never asked for a review, your online reputation doesn’t grow; the next individual guest picks another guide because of the missing reviews.
You can’t check messages during a tour
While you’re leading a tour, the phone stays silent; agency confirmations and individual price questions that arrive meanwhile pile up. When the tour ends and you check your phone, hot leads have gone cold and some agency confirmations are late.
What does ÖzgürKod do for tourist guides?
On top of general CRM tools, workflows that fit agency B2B and individual tour work.
7 steps from first inquiry to post-tour review
- Gather WhatsApp, Instagram and web inquiries in a single inbox; answer questions about tour content, duration and price within seconds with a quick-reply template
- Track agency B2B and individual tours separately in your pipeline: Inquiry→Quote→Confirmation→Tour; spot same-day conflict risk on the board
- Sync tour appointments two ways with Google Calendar; see which day has which group or individual tour in one agenda
- Manage deposits and balances in TRY/USD/EUR/GBP with split payment tracking; let AI detect incoming receipts and keep individual and agency payment collection separate
- Send the post-tour thank-you and review request message with a template in one click; gently invite happy guests to leave a review
- Read your multilingual guests’ messages with automatic translation; share tour details and the meeting point in their own language with ready-made templates in 8 languages
An agency or individual tour request from WhatsApp, Instagram or your website; it becomes a guest card with a source tag.
Tour duration, content and price go out with a quick reply template; outside business hours the chatbot collects the date, number of people and language preference.
You send an agency B2B or individual quote; date availability is confirmed from the calendar and the request moves to the Quote stage in the pipeline.
The confirmed tour syncs with Google Calendar; same-day conflict risk shows on the board and the deposit is recorded on the card.
The meeting point, start time and itinerary go out in the guest’s language with a template in one click.
The balance payment collection is recorded on the card; new requests that come in during the tour pile up in one inbox and are answered later.
The thank-you and review request message goes out with a template; the guest is tagged and the relationship continues with campaigns and repeat tour announcements.
Not from a personal phone, but from the business line
Don't let Guest messages get lost on employees' phones; the line belongs to the business, the history belongs to the CRM.
In minutes with a QR code, or with the official WhatsApp Cloud API. You can keep using the WhatsApp Business app on your phone and connect the same number to the CRM at the same time (coexistence).
The chatbot answers common questions and collects guest information; a member of your team takes over the conversation whenever you want.
Send an announcement or reminder to the guest group you choose with a Meta-approved template; see how many people it reached and how many read it.
Auto-reply to a “price?” comment on your post and send the details by DM; the person who commented also lands in the inbox.
Don't track everything yourself; let it tell you what matters
It reads messages, surfaces who is waiting for a reply and what's at risk, and starts your day with a summary.
Know who to get back to first
- Message analysis: urgency, satisfaction, buying intent and risk; complaints and urgent requests are separated.
- Awaiting reply: unanswered conversations and messages requesting an appointment in one list.
- Today's tasks: a short morning summary showing who you need to follow up with that day.
- Ask a question: type questions like “How many new guest came in this month?” and get answers from your data.
AI features run on accounts with AI analysis turned on; when it's off, messages, appointments and follow-ups run on rules.
Messages, quote, payment collection and your team — in one account
When a guest writes, their history, open quote and balance are on the same card. You don't need to make your team install a second app.
Guest cardMessages, appointments, quotes, payments and notes on one card; even if the team member changes, the history stays with the business.
Team and permissionsAssign records to team members; if you want, each person sees only their own guests.
Track it from ad to customerLeads from Meta ad forms land in the record together with their source.
Full power on your phoneThe panel is mobile-friendly; reply to a message, reschedule an appointment, add a note from your phone.
The tools you need in one place
Click any one to explore it in detail.
Unified inbox
WhatsApp, Instagram DMs and comments, Messenger, Telegram, TikTok and web chat on one screen.
Appointments and reminders
An online booking page, WhatsApp reminders, and a calendar that updates with “Coming / Cancel / Another time” replies.
Lead Pool and sales process
Track leads by temperature and stage, so you never miss a record whose follow-up date has passed.
Quotes and deals
Prepare an itemized quote in minutes, send it as a PDF, and track its status.
Payments and payment collection
Deposit, partial payment and balance; see who owes how much on their card.
Team task tracking
Assign work to a person, slot it into their free time, and catch overdue work with a notification.
Chatbot
24/7 answers to common questions, information collection and handover to your team.
WhatsApp campaigns
Bulk messages to the group you choose with an approved template; delivered and read tracking.
Metrics and reports
New leads, response times, won and lost records on a single dashboard.
Product and service catalog
Enter your services and prices once; use them in quotes and in chat.
Wherever your Guest write from
Messages from every channel land in the same inbox; the conversation is assigned to one of your team members and merges into the guest card.
- WhatsAppCloud API or QR
- InstagramDMs and comments
- MessengerYour Facebook page
- TelegramYour Telegram bot
- TikTokDM
- Web chatThe widget on your site
- Meta ad formsWith the ad source
Connect Telegram with your own bot token, Instagram and Messenger with your Meta account, and WhatsApp with a QR code or via the Cloud API. Unified inbox →
What should you look for when choosing a CRM for Tour guide?
Before you decide, evaluate your candidates against these 5 criteria.
5 criteria
- A module ready for your industry. Instead of adapting a generic CRM for months Tour guide choose a system that is ready on day one for your workflow (record fields, tags, reminder templates).
- WhatsApp and Instagram integration. In Turkey guest most communication comes through WhatsApp and Instagram; a CRM that does not offer a unified inbox through the official API leaves half the work outside.
- Automatic reminders and follow-up. Appointment, payment and repeat reminders should live in the system, not in memory; every missed reminder is lost revenue.
- Turkish-language support and TL pricing. Dollar-based foreign tools carry exchange rate risk and an English-only support barrier; TL pricing and Turkish-language setup support make total cost predictable.
- Free trial and cancellation without commitment. Try it with your own data before you decide: choose a solution that requires no credit card, offers at least a 7-day free trial and can be canceled whenever you want.
Tour guide program, software or CRM?
Most business owners search for the solution they need as “Tour guide program,” “Tour guide software,” “Tour guide job tracking software” or “Tour guide customer management software.” “CRM” is the international name for this solution, and the need is the same: keep guest information in one place, never miss a request, and bring order to your work.
As a Tour guide automation, ÖzgürKod gathers guest messages from WhatsApp, Instagram and the web in one panel and handles quote and payment collection tracking on the same screen. We also cover industry-independent selection criteria in our CRM software selection guide.
Method comparison for Tour guide
Notebook/Excel, a general-purpose CRM and ÖzgürKod side by side.
| Criteria | Notebook / Excel | General (foreign) CRM | ÖzgürKod |
|---|---|---|---|
| Mesajlar | Scattered across phones | Mostly an extra module or extra fee | WhatsApp, Instagram and web in one inbox |
| Reminders and follow-up | Left to memory | Needs setup and integration | Follow-up date, notification and tasks ready |
| Guest history | Between notebook, phone and email | Yes, with generic fields | On one card: messages, quote, payments, notes |
| Teamwork | It’s unclear who is handling what | Extra cost per user | Assignment, tasks and record-based permissions |
| Language and pricing | — | Usually $ pricing, English support | TL pricing, local support in Turkish |
| Starter | Invisible cost in time | Long setup, exchange rate risk | 7-day free trial |
Starts at 2.500 ₺ / month
7-day free trial · No setup fee · Upgrade your plan any time
Every message answered late is an opportunity handed to a competitor.
If your average sale is ₺4,000: the monthly cost of your subscription is not even a single sale.
Frequently asked questions
Have another question? Write to us and we’ll look at your workflow together.
What does a CRM do for tourist guiding?
A tour guide CRM collects agency and individual tour requests from WhatsApp, Instagram and your website in one inbox. You track agency B2B work and individual tours separately in the pipeline; each request’s quote, deposit and meeting details stay on its own card. You sync your tour calendar with Google Calendar and see same-day conflicts on the board. Multilingual questions run through automatic translation, and you send the post-tour review request with a template. You bring your knowledge and your languages; the system keeps the rest in order.
How do I manage agency B2B and individual tours separately?
The two business types move through their own stages in the pipeline; agencies that send regular work don’t get mixed up with one-off individual guests. You group agencies in the B2B segment and see from their card who sends work and how often, and which group is confirmed. Individual requests flow separately with a source tag and move forward with a personalized quote. You reach out again to an agency that hasn’t sent work in a long time with a campaign or reminder message. It’s always clear which piece of business is in which category; a regular B2B relationship doesn’t fall off your radar.
Does it sync my tour calendar with Google Calendar?
Yes. You add the tours you confirm as appointments and sync them two ways with Google Calendar; a change you make on one side shows up on the other. You see which day has which agency’s group and which day has an individual tour in one agenda. When a new request comes in, you check the calendar and confirm availability in seconds; the risk of booking two tours on the same day becomes clear. A single view of your whole tour schedule takes the place of phone books and scattered notes.
Does it send the post-tour review message automatically?
No; the system doesn’t message guests on its own the moment a tour ends — here’s how it works: you mark the tour as completed and send the thank-you and review request message with a template in one click. You ask a happy guest personally to leave a review; for bulk invitations you can pick a segment in the campaigns module and send. The system doesn’t manage external review platforms; it only makes it easier for you to pass on the request. Replies land in the inbox, and you keep the relationship going with the guest who thanked you.
How do I communicate with multilingual guests?
Incoming messages are translated automatically, and you reply with ready-made templates in 8 languages: Turkish, English, Arabic, German, French, Russian, Spanish and Italian. Three questions that arrive the same day in French, English and German each get their own tour details and price in seconds, in the guest’s language. The meeting point template is also picked in the guest’s language. All correspondence is logged on the guest card in a single inbox, so being multilingual never slows you down with scattered translation apps.
How do I track the deposit and the balance?
You record deposits for individual tours and balances for agency groups in payment tracking, held in TRY, USD, EUR and GBP. AI detects the receipt the guest or agency sends and helps you match it to the card, so you can see which tour is fully collected and which still has an open balance. This is not an online payment or POS; you collect payments your own way. ÖzgürKod only keeps the record of deposits and balances in one place, so collection mix-ups never happen in front of the guest on tour morning.
Tour guide software and CRM the same thing? Which one is ÖzgürKod?
In practice they describe the same need. Businesses usually search for "Tour guide software", "Tour guide software", "Tour guide job tracking software“ or “customer management software”; “CRM” is this solution is the international name. ÖzgürKod delivers all of these names on one platform: guest communication, appointments, quotes and orders, payment collection and reporting are all in one place. So whatever term you search with, the solution you reach is the same; you don’t need to set up separate software.
Solutions for similar businesses
Manage your next tour without conflicts
7-day free trial, no credit card required. Connect WhatsApp and Google Calendar on day one; by the end of the week, see how many confirmed tours and agency jobs you booked.