How do top tour operators turn complex itineraries into five-star reviews?
Calisto Pro integrates multi-channel ticketing, guide dispatch, live manifests, and post-tour reviews into one smooth engine, removing friction from booking to drop-off.
One operating system for tour operations
Everything a lead guide, a dispatcher, an OTA partner, and a tourist touches, running off one record. A daily walking tour and a multi-day expedition charter are held to the same standard.
Booking, Equipment & Waivers
One departure, one seat count, and a waiver that is signed before anyone reaches the dock.
Guide Scheduling & Pickup Routing
The right guide on the right tour, and three vans across twelve hotels routed before the driver leaves the depot.
OTA Distribution, Agents & Groups
Viator, GetYourGuide and the walk-up desk in one manifest, referral codes that trace back to a name, and the corporate quote that holds real capacity.
Payments & Finance
The traveller pays the way they pay at home, and you settle into your own account.
Website & Guest Portal
The site no OTA owns, and the link the guest opens with the departure, the map and the waiver on it.
Guest Communication
Every message sitting beside the booking it is about, in the language the guest booked in.
Reviews & Reputation
The rating routes by score, and every review traces to the departure that produced it.
Marketing, Loyalty & Rebooking
Ad spend that skips existing customers, and a third tour that earns credit toward a fourth.
One platform for every tour operator
The format changes. The login does not.
A guest books the 9 AM historic district walk at midnight. By 6 AM the guide’s phone shows the updated manifest, the meeting point is confirmed, and the weather fallback route is queued. At the meeting point, a mobile QR scan checks the whole group in against that same manifest.
The ticket sells and the waiver texts to the guest. At the meeting point, signed status is on the manifest: green or red. No clipboard and no queue.
When a group books in German, the scheduler matches a German-speaking guide before the assignment confirms. Certification flags at 30 days; at 9 days the guide drops from manifests until the renewal is logged.
A five-star goes to TripAdvisor. A two-star comes to you first. Every review traces to the departure and the guide who ran it.
Booking, Equipment & Waivers
Every channel booking against the same spots, gear counted out and counted back with damage flagged before tomorrow, waivers that send on confirmation with intake answers on the manifest.
Every Channel Books Against the Same 30 Spots
The departure holds 30 seats, and a booking through your website, the hotel desk or anywhere else claims one against the same count. The branded booking widget lives on your site: Apple Pay and Google Pay complete checkout in two taps, multi-currency pricing displays automatically, and a confirmation lands in the guest’s inbox before they close the tab.
The Ticket Sells. The Waiver Sends.
Tickets issues the seat, and at the moment it is purchased a waiver routes to that guest’s contact record. Signed status tracks per contact, per departure, and by check-in every waiver status is visible on the manifest: signed, pending, or expired. QR check-in at the meeting point scans through Tickets, a walk-up is issued a ticket on the spot, and the manifest updates live. The waiver tool is included, because the ticket and the legal document are the same transaction.
Walk-Ups Sign in Under 30 Seconds
For walk-up guests, the signing flow completes in under 30 seconds on a tablet at the departure point. Every signed document carries a tamper-proof digital signature, verifiable years after the tour date without contacting the guest. Seventy-four document types cover the range from whitewater release forms to medical disclosure agreements.
Intake Answers on the Departure Manifest
A pre-arrival intake form collects dietary restrictions, medical conditions, and emergency contacts. The guide’s departure manifest includes those fields embedded in the record they already open, not attached as a separate document. Waivers, safety briefing sign-offs, and guest photos store in document management and file automatically against the departure, so a compliance audit produces records without a search.
47 Out. 47 Back. One Cracked. Flagged.
Inventory assigns equipment to departures: before the boat leaves, 47 snorkel sets are allocated to that manifest, and when gear returns a crew member marks the count. Post-tour check-in runs on a guided form where the guide photographs each piece, and a cracked snorkel mask gets flagged with a photo attached. The person who inspects the gear is not the person who clears it for return to service.
Capacity Adjusts When Gear Falls Below Threshold
The cracked mask moves to out-of-service in inventory and exits availability. If tomorrow’s departures require more masks than the remaining in-service stock, capacity adjusts automatically. A tour that requires 30 functioning vests does not oversell when there are 28. Maintenance records attach to the item, not to a spreadsheet, and the history of every piece of equipment is retrievable by serial number or departure date.
The Office Knows Where the Tour Is
GPS tracking runs on active departures, so the operations team sees position without calling the guide. When the tour goes off-route or an emergency contact is triggered, the alert reaches the operations coordinator and the designated emergency contact simultaneously. The guide does not have to decide who to call first.
Every Site Runs the Same Pre-Departure Check
A multi-site operation runs one pre-departure safety protocol, set once and followed at every site. No location adapts it on its own, and a new site inherits the existing setup in hours rather than weeks. When a regulation changes, whether that is a liability waiver requirement or a new equipment inspection standard, the update applies everywhere at once from a single edit.
Guide Scheduling & Pickup Routing
Language-matched guides with certification gating, published schedules that stop the asking, pickup routing that optimises by geography, and a morning dashboard from six data sources.
The German Group Gets a German-Speaking Guide
When a booking specifies a language requirement, the constraint runs against available guides before the assignment confirms. A German-speaking group does not receive a Spanish-speaking guide because the scheduler missed a column. Certification expiration flags at 30 days; at 9 days the flag escalates, and the guide does not appear on manifests for tours requiring that certification until the renewal is logged. The training module tracks course completion and holds the renewal date. The same gate runs on the guest side: Identity verifies age and certification before a high-risk departure, so a guest who has not cleared it does not board the dive boat.
Three ways to add your team to Calisto Pro
Three options adapt to every subscriber.
Add anyone to your system for tasks and scheduling
Add any Calisto user to your system to assign tasks or scheduling. This allows the user to be included in tasks and scheduling through Agenda. Because the user only sees the assigned task or shift, this is a great option for shift employees, third-party contractors, and volunteers.
Decide what every employee sees of your system
Admins who see everything
Add additional users as needed for full access to every app, every screen, and every record. Available at no additional cost for subscribers of Calisto Commerce and Calisto Ops.
Your team, your portals, and your admin access are all managed in Purview.
OTA Distribution, Agents & Groups
One availability pool that never oversells, bundle pricing by season and capacity, referral codes that trace to a name, and corporate proposals with Good/Better/Best from live catalog pricing.
Viator at 11 PM. Manifest-Ready at 6 AM.
A Viator booking arrives at 11 PM. Guest name, departure time, group size and channel of origin normalize on the way in, and it takes its place in tomorrow’s manifest alongside the direct booking from your site and the walk-up from this morning. The rate matches the direct site, and the 25% Viator commission is logged as a receivable offset against that booking’s revenue line. The operator did not open the Viator Extranet: no login, no export, no copy-paste.
Catamaran + Lunch + Snorkel. Priced as One.
The product catalog holds the tour, the lunch add-on, and the equipment upgrade as discrete products, and the offer engine assembles them into a bundled offer priced below the sum of parts. The guest sees one line item, one price, one checkout. Pricing adjusts by season, by day of week, by remaining capacity: a Saturday departure at 80% capacity holds price, the same departure at 20% capacity on a Tuesday triggers a promotional rate. The rule sets once; the price moves on its own.
Payments & Finance
Seventy-five gateways, multi-currency settlement, a walk-up counter that creates the same guest record as a three-week-out booking, and the channel revenue split that tells you what a departure actually earned.
Guest Pays Dollars. Operator Receives Pesos.
A guest in Germany pays in euros through Redsys. A guest in the Dominican Republic pays in pesos through Cardnet DR. A guest in Nairobi pays through M-Pesa. Each transaction routes through the guest’s local gateway, and the operator’s settlement arrives in the account currency. 75 payment gateways are connected, the configuration matches to the operator’s operating country at setup, and a new country or banking relationship adds a gateway without changing the checkout experience for the guest.
Walk-Up Counter Creates the Same Record
A marina counter sells snorkel tours, equipment rentals, sunscreen, and cold drinks from a single transaction screen, with currency conversion at the point of sale. The cash sale at the dock creates the same complete guest record as a booking made three weeks out: Tickets issues the booking, Sign texts the waiver to the guest’s phone, Inventory checks out their gear against the departure, and Navigator loads the meeting-point map before they walk away from the counter. Both transactions land on the same departure manifest.
Channel Revenue Split Per Departure
Direct, Viator, GetYourGuide and walk-up all report into the same revenue split per departure, showing what each channel actually earned once its commission is offset. Commerce is 2% of what it processes, so the channel that costs most to sell through is visible per departure rather than at the end of the year.
Website & Guest Portal
A guest portal generated from the booking with no download, and a website the operator owns with the same price on every screen that sells.
The tour ran. Now it earns the next one.
What the guest says next, and whether they come back, are what is left.
Guest communication for tour operators
Every tool your operation needs to answer a guest is already built into Calisto Pro, and every one of them opens against the departure, the waiver and the booking source the guest is asking about.
A phone system for every business
Learn moreEmail on your domain
Learn moreEvery message from every channel in one place
Learn moreSee every interaction with every contact
Learn moreVideo meetings with no download required
Learn moreEvery communication organized by its contact
Learn moreTeam communication with operational context
Learn moreReviews & Reputation
A four-star rating reaches TripAdvisor and a two-star reaches you, traced back to the exact departure and the guide who ran it.
A 4-Star Goes Public. A 2-Star Does Not.
After tour completion, a satisfaction prompt reaches the guest. A high score routes automatically to TripAdvisor, Google, or whichever platform the operator prioritizes. A low score routes to a private feedback form, and the operator reads it before it becomes a public review. The routing threshold is configurable, and the mechanism is not visible to the guest: they see a satisfaction question, then a destination.
A Shellfish Complaint Traces to the Exact Departure
Each collected review links to the departure it came from, which guide led it, which booking source the guest came through, and any notes on the manifest. A shellfish allergy complaint attaches to a departure record rather than a general inbox.
Patterns Surface Across Time
A guide with consistently high scores. A booking source whose guests skew negative. A departure time that generates the most complaints. The data was always there, and it was never in one place.
Marketing, Loyalty & Rebooking
Retargeting that excludes the people who already booked, post-tour sequences referencing the specific experience, loyalty credits that accumulate across tours, and directory listings that sync availability.
Today's manifests, guide status, and revenue, 7:45 AM
Everything the operations lead checks before the first departure leaves, on one screen.
Live manifest board
Today’s tours, guide assignments, and headcounts. OTA, direct, concierge, and walk-up bookings land on the same board as they confirm and as guests check in.
Channel revenue split
Direct bookings versus OTAs, broken out by channel, with the commission cost beside the revenue figure.
Payment status
Outstanding balances, confirmed charges, and refund queue. Every currency the operation accepts appears in one view.
Gear and capacity forecast
Available seats across the next 14 days, next to the equipment those seats depend on.
Review routing and rebooking
Where each satisfaction score went, and how many guests who did not rebook entered the follow-up sequence.
What operators find on one manifest
The structural differences that decide whether an 11pm booking wakes you up or not.
manifest, whatever the channel. Viator, GetYourGuide, your own site, the concierge, and the walk-up all normalize into the same departure, with the same waiver and the same headcount.
ONE MANIFESTbookings retyped. Manual entry is where a manifest goes wrong.
NO MANUAL ENTRYlock-in. Guest records, waivers, and every departure history export on any plan. The channels rent you their demand; the customer relationship stays yours.
YOUR DATApayment gateways, so the traveller pays with whatever their own country hands them and you settle into your own merchant account, at your own rate, in the currency you actually bank in.
SETTLE LOCALLYthe guide who called in sick before a 7am departure. The late booking that changes the pickup route. The certification that lapses Friday. Every workflow reflects a real season running tours.
OPERATOR DNA56 Apps. Working together.
Every app works on its own. Every app works better together.
Six apps. One departure.
Bookings, Dispatch, Sign, Payments, Workforce and Sync. A departure is staffed, routed, signed and paid without any of them being told twice.
Bookings
Capacity, seats and the manifest on one departure, so what the guide reads at the meeting point is what was sold, including the booking taken twenty minutes ago.
Dispatch
Hotel pickups sequenced into a route that reflects the actual manifest, so a late addition changes the driver's morning rather than being missed on it.
Sign
Waivers signed before the departure and attached to the booking, so boarding is a check rather than a clipboard and a queue.
Payments
Deposits, balances and on-the-day payments taken on your own terms across the gateways your guests actually carry, wherever they booked from.
Workforce
Guide availability, languages and certifications on the same roster as the schedule, so a departure is staffed by somebody qualified to run it.
Sync
Every channel you sell through reading one availability number, so a seat sold on a platform is gone from your own site in the same moment.
No setup cost. Pay when you start using.
Take a whole suite or pick a single app.
Calisto Core
Departures, capacity, guides and gear
With Core, get:
Ticketing Calisto TicketsTimed-entry caps the booking engine enforces3.7% of paid ticket price; unpaid events carry no fee
- Timed-entry and per-slot capacity caps
- QR check-in against the departure manifest
- Unpaid events carry no fee; paid tickets at 3.7%
Departures & capacity Calisto BookingsEvery channel books against the same thirty spots
- One seat count across every channel you sell on
- Waitlist and seat release on cancellation
- GPS position on active departures
Gear & equipment Calisto Inventory47 out, 47 back, one cracked, flagged
- Gear allocated per departure and checked back in
- Out-of-service items removed from availability
- Maintenance and inspection history per item
Guest records Calisto RegistryGuests, agents, and every departure history
- Dietary, medical and emergency-contact intake fields
- Departure history and waiver status per guest
- One person, one record, read by every app that needs them
Automations Calisto AutomationsOne confirmation moves six things at once
- Guide assignment and waiver send on confirmation
- Pickup route recalculation on a late booking
- Trigger, condition and action, built once
Business setup Calisto PurviewLegal entity, tax, currency, and site configurationIncluded with every account
- Departure points, seasons and operating sites
- Guest records and waivers export on any plan
- Eleven named business-unit types plus a neutral twelfth, each seeding the catalog
Operating standards Calisto BlueprintEvery site runs the same pre-departure checkIncluded with every account
- Pre-departure checks authored once for every site
- Standards publish once and arrive locked
- Twelve authoring domains: SOPs, checklists, specs, curricula, templates, and brand kits
Guide scheduling Calisto WorkforceLanguage-matched guides with certification gatingBasic scheduling included
- Guide languages and certifications on the roster
- Certification expiry gating before assignment
- Published day schedules on each guide's phone
Calisto Commerce
OTA distribution, agents, waivers and payments
With Commerce, get:
Waivers Calisto SignThe ticket sells and the waiver sends
- Waiver sent on booking confirmation
- Tablet signing at the departure point
- Envelopes signed on any device, filed to the record they belong to
OTA distribution Calisto SyncViator, GetYourGuide, and your site on one manifest
- Live availability pushed to every connected channel
- Availability closes everywhere when a spot goes
- Two-way sync, so a change on either side is not lost
Agents & groups Calisto DealsTrade agents, groups, and allocations on one pipeline
- Per-agent rates, referral codes and commission tracking
- Scoped agent views of their own bookings
- Pipeline stages, quotes, and every interaction on one record
Payments Calisto Payments75 gateways, so travellers pay their own way
- Deposits, balances and on-the-day payments
- Multi-currency checkout with local settlement
- Your merchant account, your negotiated rates, your currency
Tours & add-ons Calisto CatalogTours, transfers, gear, and extras in one catalog
- Bundles priced below the sum of their parts
- Rooming lists that travel with the guest on multi-day trips
- What you sell is defined in Purview and operated in Catalog
Seasonal pricing Calisto PulseSeason, demand, and group rates in one engine
- Season, day-of-week and remaining-capacity rules
- One price change reaches every channel
- Rate plans, yield rules, and dynamic pricing in one engine
Plus everything in Core
Calisto Ops
Pickups, safety, certifications and the manifest
With Ops, get:
Pickup routing Calisto DispatchThree vans, twelve hotels, one route
- Pickup sequences optimised by geography
- Driver briefs with names, addresses and flags
- Overdue-pickup escalation and stop reassignment
Accounting Calisto LedgerChannel revenue split and settlement in one ledger
- Revenue and commission per departure
- Multi-currency settlement reconciled on arrival
- Double-entry books with journal entries that post and reverse, never vanish
Safety & certifications Calisto AssurePre-departure checks and guide certification trackingOps subscription only
- Scored pre-departure and safety checks
- Guide certification and permit expiry tracking
- A failed item raises a finding and a verified fix
Base WiFi Calisto WiFiOffice and meeting-point networks
- Guest sign-in on the meeting-point network
- Access points sit in the same device list as your other hardware
- Networks carry an SSID, security, bandwidth ceiling, and the site they serve
Live manifest board Calisto TodayEvery departure, guide, and pickup on one boardIncluded with any Ops app
- Today's departures, guides and pickups as tiles
- Tiles read live from the apps that own the work
- A report directory, a team scorecard, and a notice queue
Plus everything in Core
Available Upgrades
Every App Works Independently. Calisto Pro works better together.
Pre-built configurations to customize: websites, kiosks, displays and apps designed for your industry.
Browse extensionsBuy concierge hours and our team does the data entry, the configuration and the training.
See concierge packagesRequest a proposal from a certified consultant who has implemented Calisto at your scale.
Request a proposalThe tour is also a ticket, a café tab, and a gift shop.
Nothing here is an integration. It is one set of records that more than one part of your business already writes to.
What operators asked after their first week
The item moves to out-of-service and leaves availability. If tomorrow’s departures need more of it than the remaining in-service stock covers, the seat count drops until the replacement is logged.
The language requirement runs against available guides before the assignment confirms, alongside certification status. A guide whose certification is inside the expiry window does not appear on manifests for tours that require it.
The route re-sequences by geography rather than by arrival order, the driver’s phone updates, and the guest receives pickup confirmation. A booking at 7:48 AM still makes an 8:30 departure.
Live availability syncs to both. A booking from either creates the same record as a direct booking: same manifest entry, same waiver trigger, same guide notification, with the channel commission logged against that booking’s revenue line.
The waiver sends to the guest’s email when the booking imports from the OTA. Signed status appears on the manifest before departure, and guests who have not signed appear flagged on the guide’s device.
Yes. The departure record coexists with whatever booking tool you run now. Operators typically move one tour type at a time, verifying the manifest and the payment flow before decommissioning the previous system.
No minimum. Cash and WhatsApp keep working alongside a live booking page and a signed waiver from day one. What changes is that the booking they produce lands on the same departure record as everything else.