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The operational platform for managed group travel.
Source hotels, manage guests, coordinate suppliers and reconcile card statements from one operational platform. Event agencies and corporate clients can collaborate through role-specific views — without duplicating work or disrupting operational ownership.
15-minute walkthrough · No sales pressure · ITCs, boutique agencies & TMCs · Event Agencies · Corporates
Who It's For
GroupBook starts where the pain is — travel agencies managing complex group logistics for corporate clients. It extends to the event agencies and corporates they work with, so the whole coordination chain runs in one place instead of across emails and spreadsheets.
The AI Core
Every piece of data that enters GroupBook passes through the Smart Inbox. It reads forwarded emails and uploaded PDFs, extracts structured data, and routes it to the right module — automatically.
Feeds Every Module
Every extracted data point routes automatically to the right module — no manual re-entry, no switching screens.
Send a professional intake link. Your client fills in the brief online. You receive structured, complete requirements ready to action.
Match from 342+ verified SA hotels. Send branded RFPs simultaneously. Track responses. Compare quotes side-by-side.
Guest lifecycle from invitation to mobile e-ticket. Forwarded bookings auto-populate itineraries — no typing, no templates.
Import Diners statements — AutoReconcile matches 90%+ automatically. PO budgets tracked. You only review exceptions.
These four modules handle your admin. For everything that happens on the ground — rooming lists, airline manifests, driver dispatch, live change tracking — GroupBook's Travel Logistics modules keep one source of truth across every supplier, every guest, every leg.
Now Live · TMC Tier
Centralised manifests for every leg of every group trip. Build your rooming list, airline manifest and transfer schedule once — distribute to hotels, airlines and drivers automatically. Handle changes in one place and everyone stays in sync.
Load room blocks and rates per event. Allocate guests to rooms. Rooming list auto-generates per hotel, per night — no more manual Excel. Branded confirmations once paid.
Load flight legs with seat inventory. Capture passport details. Generate airline manifests in the exact field order each airline requires. One source of truth across the whole event.
No more Google Sheets and WhatsApp groups. Build transfer manifests with driver assignments. Track every change with audit trail. Per-team charge-back reporting built in.
How Data Flows
Agent forwards an email. Next time they open Recon, the booking is already there — and matched against the Diners statement.
Agent forwards a confirmation. The guest's Aide Memoire now shows their flight details automatically — no copy-paste.
The system learns supplier names from forwarded emails and builds the database for you. No manual supplier entry.
Hotels reply. AI parses rates, inclusions, and availability into a clean comparison table — no spreadsheet needed.
Upload a PDF. Guest itinerary and recon bookings both update simultaneously. One upload, two outcomes.
Workflow
GroupBook automates the manual steps that eat into your day — so you can focus on what matters: building relationships and winning business.
Our Partnership Promise
GroupBook isn't just software. It's a commitment to group travel professionals — giving you the tools, technology and support to deliver exceptional experiences to every client, on every booking.
"I used to retype every booking into three different spreadsheets. Now I forward one email and GroupBook does it all — guest itinerary, recon, supplier record. I don't touch a spreadsheet anymore."
Platform Features
Every feature was designed around real feedback from group travel professionals — the people who live this workflow every day.
Pricing
Travel Agencies and Event Agencies — flat monthly rate, never per-guest. Corporates get free visibility when their suppliers are on GroupBook. Larger or more complex arrangements? Talk to us.
What's included
Travel Logistics and Reconciliation are structurally exclusive to the Travel Agency line — no other tier can replace your travel agency.
| Feature | ✈ Travel Agency | 📋 Event Agency | 🏢 Corporate |
|---|---|---|---|
| Source it — hotel sourcing & RFPs | |||
| Hotel database (342+ verified SA properties) | ✓ | — | — |
| Client brief form & RFP send | ✓ | — | — |
| Smart Inbox — hotel quote AI extraction | ✓ | — | — |
| Smart Inbox — all 9 document types | ✓ | — | — |
| Manage guests — RSVP, agenda, dietary, manifest | |||
| Guest management (RSVP, invitations, response tracking) | ✓ | ✓ | ✓ |
| Sub-events, agenda & sessions | ✓ | ✓ | ✓ |
| Dietary & special requirements matrix | ✓ | ✓ | ✓ |
| Guest entitlements (who gets accommodation, flights, transfers) | ✓ | ✓ | — |
| Aide Mémoire (personalised e-ticket per guest) | ✓ | ✓ | ✓ |
| External RSVP ingest (import confirmed list from IT-em / Cvent) | ✓ TMC | ✓ | — |
| Roles tab — assign travel logistics to your Travel Agency partner | ✓ | ✓ | — |
| Travel logistics — Travel Agency line only 🔒 | |||
| Accommodation portal (rooms, rooming list, auto-assign) | ✓ TMC | — | — |
| Flights portal + airline manifest export | ✓ TMC | — | — |
| Transfers portal + driver dispatch | ✓ TMC | — | — |
| Netcash payment gateway + proforma & tax invoices | ✓ TMC | — | — |
| Settle it — reconciliation (Travel Agency line only) 🔒 | |||
| Diners / lodge card statement import | ✓ TMC | — | — |
| AutoReconcile engine (5-tier matching, 90%+ auto-match) | ✓ TMC | — | — |
| Value-chain visibility | |||
| Real-time dashboard of your own work | ✓ | ✓ | ✓ |
| Read-live view of partners' work on your events | if invited | ✓ | ✓ |
| Cross-event Corporate Portal (full event portfolio view) | — | — | ✓ |
Pay annually and get 2 months free — 17% saving. All prices excl. VAT · Travel Agency & Event Agency lines.
★ = most popular tier · — = structurally excluded · Corporate pricing on request
FAQ
See It In Action
From client brief to hotel RFPs to guest Aide Memoires to reconciliation — see the full platform in one interactive walkthrough. No login required.
Want a personalised walkthrough from A-Z?
Book a Personal Demo →Ready to Get Started?
GroupBook gives every organisation in your event chain exactly the view they need — and none of the complexity that belongs to someone else. Book a 15-minute walkthrough with real data from your own events.
Tell us a little about yourself and we'll be in touch within 24 hours to arrange your 15-minute walkthrough.