Key Concepts

A few core concepts run through every part of Tourbox. Understanding them up front helps you find your way around the rest of the platform.

Organisations

Every Tourbox account is centred around an organisation, your tour operating business. All data (bookings, customers, suppliers, finances, content) is scoped to that organisation. A user can belong to multiple organisations and switch between them from the organisation switcher in the header; data, settings, permissions, and currency are all isolated per organisation.

When you first sign in you may be asked to select an organisation or, for brand-new accounts, to complete the onboarding flow that creates your first organisation.

Members and roles

Members are the people in your organisation who can sign into Tourbox. Each member has a role (such as Admin, Manager, Member, or Guest) and a set of permissions that determine what they can see and do.

Permissions are grouped into specific capabilities such as:

• Invite, update, and remove members
• View and change the subscription
• Connect or disconnect external services
• Edit itineraries on bookings
• Edit knowledge base content
• Manage the media library

See Team Members for details.

The Pipeline

The pipeline is the journey from a customer's first contact through to a confirmed and authorised trip. Two record types drive it:

• Enquiries: lightweight records of inbound interest.
• Bookings: active trips being planned, quoted, paid for, and delivered.

Each enquiry can be qualified, rejected, or converted into a booking. See Enquiry to Booking Flow for the full set of statuses and how they move.

Bookings, itineraries, and passengers

A booking is the main record for a trip. Attached to it are:

• One or more itineraries (day-by-day plans). One is the active itinerary at any time.
• A list of passengers (the travellers).
• Finance records (customer documents, customer payments, supplier costs, supplier payments).
• Communications (conversations and messages linked to the booking).
• Files (attachments and uploaded documents).
• A share configuration that controls customer portal access.

Customers vs passengers

A customer is your contact, typically the person who enquired and pays. A passenger is anyone travelling on the booking. The lead passenger is usually also the customer, but passengers can include other travellers (family, group members) who are not the billing contact.

Catalogue, library, and content

Reusable content lives in the Content section:

• The catalogue holds products, packages, and day templates that you drop into itineraries.
• The library holds media, document templates, knowledge base articles (Hub), and document intelligence runs.
• Places are the geographic directory used across itineraries, catalogue items, and reports.

Tags

Tags categorise and filter enquiries, bookings, customers, media, and other records. Tags are organised by category so you can build the taxonomy that matches your business (e.g. Trip Type → Honeymoon, Family, Adventure). Tags drive list filters and feature in some reports.

Currencies, FX, and accounting

Tourbox is multi-currency throughout. Your organisation has an accounting currency used for internal reporting, while bookings, costs, and documents can be in any currency. Currency contracts let you lock exchange rates for future payments.

Data privacy

Your data is private to your organisation. You only ever see data belonging to organisations you're a member of, and permissions then further restrict what you can see within a given organisation.

Plans

Tourbox is sold in plan tiers (e.g. Starter, Pro, Business). Some features (such as the form builder, custom reports, advanced finance, and certain AI features) are gated by plan. Plan-specific notes appear inline throughout this documentation.