Tour-operator hotels

A single system for operations, distribution, and tour operator contract management

Clock is used by hotels and resorts where tour operators are the primary distribution channel. It supports contracted rates, allotments, rooming lists, and tour‑operator billing, while keeping daily hotel operations, online distribution, guest services, and event coordination in the same system.

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Technologies are advancing, and it's normal to move our data to the cloud. I was firmly convinced that this is the right path, and I think we made the right decision.
Elena Ivanova Founder & Owner, Hi Hotels Group
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Manage tour operator contracts with structured rate logic

Tour operator contracts are defined with seasonal rate grids, board supplements, age‑based pricing, and promotional rules. Contract terms remain linked to reservations and are applied automatically when bookings are received.

Example:
A summer contract applies different adult and child rates by month, with a 7=10 promotion calculated automatically on each reservation.
  • Manage tour operator contracts with structured rate logic (1)
  • Manage tour operator contracts with structured rate logic (2)

    Control allotments and release periods across operators

    Room allotments can be allocated per tour operator with defined release dates and pickup tracking. As release dates are reached, unused rooms return to free‑sale inventory without manual intervention.

    Example:
    A tour operator holds 150 rooms with a 45‑day release; unsold rooms are automatically released and become available for direct or OTA sales.
    Control allotments and release periods across operators

    Manage individual reservations and OTA distribution

    Individual reservations are handled alongside contracted business using the same inventory and availability logic. Rates, restrictions, and availability are managed centrally and synchronized in real time with Booking.com and other connected OTAs.

    Example:
    While most rooms are allocated to tour operators, rooms that are not picked up within the agreed release period are automatically returned to free sale and made available for direct bookings and OTA sales.
    Manage individual reservations and OTA distribution

    Process tour operator bookings and rooming lists

    Reservations from tour operators are received with operator references and later enriched with passenger names through rooming list imports. Updates remain linked to the original booking and can be reconciled in bulk.

    Example:
    A rooming list with 200 guests is imported one week before arrival, updating names and occupancy without recreating reservations.
    Process tour operator bookings and rooming lists

    Support mass arrivals and group check‑in workflows

    Group arrivals are handled with bulk room assignment, prepared keys, and voucher‑based check‑in. The workflow supports coach arrivals and high‑volume check‑in periods without changing standard front‑desk operations.

    Example:
    A coach arrival with 40 guests is processed with a mass room allocation and pre-prepared keys. This enables a single mass check-in, significantly reducing individual steps and time.
    Support mass arrivals and group check‑in workflows

    Manage boards, packages, and included entitlements

    Board plans and packages define included meals, services, or activities. Entitlements remain linked to the stay, while time‑slot‑based services can be scheduled later if required.

    Example:
    A half‑board package includes breakfast and dinner, while an included spa visit is scheduled after arrival.
    Manage boards, packages, and included entitlements

    Enable booking of additional services and activities

    Additional services and activities such as spa treatments, excursions, sports classes, or rentals can be offered with live availability and capacity control. Services can be booked before arrival, during the stay, or included as part of a package.

    Example:
    A guest books a paid excursion, and availability is reduced automatically for the selected time slot.
    Enable booking of additional services and activities

    Support digital guest services during the stay

    Digital guest tools support communication, service requests, and self‑service actions during high‑volume periods. Guest messaging, the guest portal, and online services remain linked to the reservation.

    Example:
    A guest requests late check‑out and books an extra service through the guest portal without contacting reception.
    Support digital guest services during the stay

    Run weddings, seminars and events

    Weddings, seminars and company events are planned in the same system. Room blocks, event spaces, catering, services, and billing rules remain linked and coordinated against overall availability.

    Example:
    A wedding group combines a room block with ceremony space, catering services, and scheduled activities while TO arrivals continue in parallel.
    Run weddings, seminars and events

    Separate tour operator and company billing from guest charges

    Charges can be routed to tour operator folios or guest folios based on contract rules. Tour operator invoices are generated periodically from actual stays, supporting reconciliation and audit requirements.

    Example:
    Accommodation charges are invoiced monthly to the tour operator, while guest extras are posted to individual room folios.
    Separate tour operator and company billing from guest charges

    Coordinate transfers and arrival information

    Arrival and departure data linked to tour operator bookings supports transfer planning and front‑office preparation. Flight and arrival details remain visible to operational teams.

    Example:
    Arrival lists show flight numbers and expected arrival times for coach planning on peak changeover days.
    • Coordinate transfers and arrival information (1)
    • Coordinate transfers and arrival information (2)

      Maintain guest and company records across operators

      Guest and company profiles consolidate stay history, services, and billing data, even when bookings originate from different tour operators or channels.

      Example:
      A returning guest is recognized across seasons despite booking through different tour operators.
      Maintain guest and company records across operators

      Coordinate tasks across high‑volume operations

      Task management supports housekeeping, front office, sales coordination, and group preparation. Tasks and action plans help teams align during peak arrivals, events, and turnovers.

      Example:
      Housekeeping updates room readiness in real time, while sales tracks group and event requirements through shared action plans.
      Coordinate tasks across high‑volume operations

      Report on pickup, occupancy, and contracted performance

      Reports cover occupancy, pickup against allotments, revenue by operator, invoices, services, and operational KPIs. Dashboards can reflect seasonal and contract‑driven operations.

      Example:
      Management reviews occupancy delivery versus contracted allotments for each tour operator.
      Report on pickup, occupancy, and contracted performance

      Support seasonal, volume‑driven operations

      Clock supports seasonal staffing through a consistent user interface, role‑based access, and automation for repetitive processes. Performance‑based pricing aligns software fees with annual revenue rather than fixed room counts.

      Platform overview

      One platform for connected hospitality operations

      Move through the core capability groups that keep property, revenue, guest, and finance workflows in one connected system.

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      1. PMS

        Run the core property workflow from reservations to stay management and billing context.

        What is included

        • Room and folio management
        • Guest profiles
        • Company accounts
        • Operational notes and tasks
        • Rate and availability context
        • Stay history

      2. Reservations

        Manage direct, group, and channel reservations without losing guest or revenue context.

        What is included

        • Individual bookings
        • Group reservations
        • Availability view
        • Booking modifications
        • Guest and company details
        • Deposits and guarantees

      3. Rates

        Keep pricing logic connected to occupancy, restrictions, packages, and connected sales channels.

        What is included

        • Rate plans
        • Restrictions
        • Packages
        • Channel-ready pricing
        • Occupancy rules
        • Seasonal adjustments

      4. Invoicing

        Give finance and front desk teams the billing tools they need inside the same operational flow.

        What is included

        • Guest invoices
        • Company billing
        • Deposits and prepayments
        • Tax and payment records
        • Folio routing
        • Credit notes

      5. Front desk

        Support fast arrival, stay, and departure workflows for the people working the desk.

        What is included

        • Arrivals and departures
        • Room moves
        • Guest requests
        • Live operational status
        • Check-in and check-out
        • Desk handover notes

      6. Housekeeping

        Connect room status and housekeeping activity directly to the property workflow.

        What is included

        • Room status
        • Cleaning assignments
        • Maintenance flags
        • Team visibility
        • Out-of-order rooms
        • Daily task tracking

      7. Guest messaging

        Keep guest communication close to the reservation and stay record.

        What is included

        • Pre-arrival messages
        • Stay communication
        • Automated notifications
        • Guest context
        • Template messages
        • Post-stay follow-up

      8. Booking.com & OTA sync

        Keep availability, reservations, and channel updates aligned with the property system.

        What is included

        • OTA reservations
        • Availability sync
        • Rate updates
        • Channel status
        • Restriction updates
        • Reservation import

      9. Events

        Manage meetings, functions, and hospitality event context alongside hotel operations.

        What is included

        • Event records
        • Spaces and schedules
        • Guest and company context
        • Operational notes
        • Function details
        • Event billing context

      10. Activity bookings

        Sell and manage add-on experiences as part of the wider guest journey.

        What is included

        • Bookable activities
        • Guest add-ons
        • Capacity visibility
        • Connected billing
        • Time slot management
        • Activity confirmations

      11. Restaurant POS

        Connect restaurant charges and outlet activity to the guest and property record.

        What is included

        • Outlet sales
        • Room charges
        • Receipts
        • Revenue context
        • Table service flow
        • Payment posting

      12. Booking engine

        Bring direct booking conversion into the same platform that manages the stay.

        What is included

        • Direct reservations
        • Packages and extras
        • Availability and rates
        • Guest details
        • Promo codes
        • Mobile booking flow

      13. Online check-in & kiosk

        Offer self-service arrival options while keeping staff in control of the workflow.

        What is included

        • Online check-in
        • Kiosk flow
        • Guest verification
        • Arrival status
        • Digital registration
        • Self-service payments

      14. Guest portal

        Give guests a self-service space connected to their booking and stay.

        What is included

        • Booking details
        • Guest requests
        • Upsells and services
        • Stay information
        • Profile updates
        • Payment access

      15. Card payment automation

        Automate payment steps while keeping charges tied to the correct reservation and folio.

        What is included

        • Card capture
        • Payment requests
        • Pre-authorizations
        • Automated charging rules
        • Secure card storage
        • Failed payment handling

      How it fits different teams

      IT

      AWS hosting, open API, integrations, role‑based access, and high‑availability setup.

      Finance

      Contracted billing cycles, reconciliation, deposits, and accounting integrations.

      Operations

      Mass arrivals,  fast guest handling at the reception, housekeeping scale, guest services, events, and transfers in one system.

      Sales / Contracting

      Tour operator contracts, allotment control, pickup monitoring, group sales, and reporting.

      Around the world

      Reservations, rooms, guests, payments, housekeeping, messages — there’s a lot to keep straight. Clock gives hotels one clear place to stay on top of it all.

      Bulgaria France United States Netherlands Germany Belgium United Kingdom Mexico Spain Switzerland Slovenia South Africa Curaçao Thailand Norway Sweden Tanzania Greece Romania Philippines Finland Armenia Italy Costa Rica Bolivia Austria Morocco Dominican Republic Canada Albania Myanmar Qatar Peru North Macedonia Luxembourg Kazakhstan Ireland Belize Bonaire, Sint Eustatius and Saba Australia Zimbabwe Vietnam United States Virgin Islands British Virgin Islands Uzbekistan Slovakia Puerto Rico Saint Martin Cambodia Jamaica Iceland Indonesia Honduras Fiji Denmark Chile Barbados
      Canada Albania Myanmar Qatar Peru North Macedonia Luxembourg Kazakhstan Ireland Belize Bonaire, Sint Eustatius and Saba Australia Zimbabwe Vietnam United States Virgin Islands British Virgin Islands Uzbekistan Slovakia Puerto Rico Saint Martin Cambodia Jamaica Iceland Indonesia Honduras Fiji Denmark Chile Barbados Bulgaria France United States Netherlands Germany Belgium United Kingdom Mexico Spain Switzerland Slovenia South Africa Curaçao Thailand Norway Sweden Tanzania Greece Romania Philippines Finland Armenia Italy Costa Rica Bolivia Austria Morocco Dominican Republic
      In their words

      How do customers feel after switching to Clock?

      We asked our customers: What changed for the better since you switched to Clock? Here’s some of what they said…

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      1. We chose Clock because of the tool's flexibility, its ability to integrate with our entire IT ecosystem, and also for its multi-property management, which is really the strong point for us.
        Marine Bossanne Project Manager Operations and Quality at Elegancia
      2. The strength of Clock is that it brings everything together in one system. What we previously had to accomplish using multiple tools, we can now do with a single solution.
        Ruggero Carpino Head of Customer Service & Training at Algilà Ortigia Charme Hotel, Syracuse
      3. It was very important for us to look at the stability and the future proofness of the system. And Clock is a company that has the knowledge and the expertise.
        Steff de Groot Owner & General Manager, WICC Hotel & Congress Centre
      4. Faster processes, faster training, more time for staff, to focus on the guests, and tasks that used to be done manually are now automated.
        Carsten Werblow Head of Operations Gambino Group
      5. Better price management, a comprehensive system API, and a dynamic company that continually develops the software.
        Marco Coppola Owner & Chief Navigator Officer, The YellowSquare
      6. By automating routine processes with Clock, we were able to completely restructure how our staff spends their time. Now, the efforts are focused on more meaningful and more profitable activities.
        Lyubomir Stamboliyski Commercial Director of St. Constantine & Helena Holding
      7. Technologies are advancing, and it's normal to move our data to the cloud. I was firmly convinced that this is the right path, and I think we made the right decision.
        Elena Ivanova Founder & Owner, Hi Hotels Group

      Think Clock might fit your hotel?

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      “Easy to use” “Fast, intuitive, and reliable” “Saves a lot of time” “New staff learn it quickly” “Accessible from any device” “Less manual work” “Fewer booking mistakes” “Responsive and helpful support”