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.

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.
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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.
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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.
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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.
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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.
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Run front‑desk operations in high‑volume environments

Front‑desk workflows cover check‑in, check‑out, room assignment, key management, deposits, and folio handling. The interface supports fast processing, clear status visibility, and role‑based access during peak turnover days.

Example:
Reception staff handle simultaneous group check‑ins and individual arrivals while maintaining clear visibility of room status and guest balances.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.

Core platform components

Daily operations

Reservations, front desk workflows, billing, housekeeping, and night audit.

Tour operator workflows

Contracts, allotments, rooming lists, voucher handling, and operator invoicing.

Guest services & experiences

Boards and packages, activity bookings, digital guest services, and event coordination.

Distribution & connectivity

Direct booking engine, OTA connectivity, and centralized rate and availability management.

Modular setup

POS, events, activity bookings, and group management can be enabled as needed.

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, front‑desk throughput, housekeeping scale, guest services, events, and transfers in one system.

Sales / Contracting

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

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