5 Signs You Have Outgrown Your Booking System

PARTNER POST: As your business grows, you may reach the point where your current system is no longer serving you. Here are five key signs it’s time for a change, from restech provider ResPax

Reading Time: 5 minutes 50 seconds

PARTNER POST | SPONSORED BY ResPax

Have you set and forgotten about your booking system? As your company grows, you need to reevaluate its systems — and your booking system (also called reservation technology software, or restech) is one of the most important ones. 

If you are spending too much time in the nitty gritty of juggling different spreadsheets, subscriptions and software “solutions” — time which you should be spending on your business itself doing things like designing new experiences and focusing on bigger picture priorities — it might be the case that you’ve simply outgrown your booking system and need to look for one that will better suit your needs as your business continues to grow. 

Change can be hard, though, especially for a system so deeply ingrained in your business. So you want to make sure making a move will be worth it. Here are a few things to consider if you’re thinking it might be time to move on from your current booking system setup:

5 Questions to Ask if You’re Considering Changing Your Booking System

1. Are you stuck organizing information between spreadsheets and different software?

If this is you, you’re not alone. We speak with operators every week who are still using spreadsheets! This is mainly because they haven’t found a system that is a good fit or do not want to move digitally. As Arival research has found, more than half of tour operators and three in 10 activity operators do not even have a booking system at all.

Many other operators may have a booking system, but also have 4-5 different software tools or more, and have to switch between multiple systems as their stack is not fully integrated, or their booking system doesn’t have the capability to handle these functions in house. 

If this sounds like you, it might be time to make a change. Get a booking system that has the built-in organizational and operational capabilities you need so that everything is in one place and no one is updating the wrong version of a file. And if you’ve moved beyond spreadsheets to different software, get yourself a restech that can fully integrate all the tools you are using or want to use.

Do you and your team spend too much time sorting through spreadsheets and different software? | Photo: Pexels / Mick Latter

2. Are you spending too much time and money on an external CRM?

Having an external customer relationship management (CRM) system brings additional costs and time invested and can be overly complex to manage. Most operators will have to use an external CRM as their reservation system only has basic functionality regarding mailouts and profile management. Some CRM systems may also have limitations in terms of customization to suit the unique needs of tour operators. 

If you’re spending too much time manually importing and exporting data from an external CRM that’s also costing you money, it might be time to consider cutting out the middleman and getting yourself a booking system that has built-in CRM functionality. Thinking critically about what you are wanting to use a CRM for, and choosing a restech platform that has that existing functionality means that you will have an easier workflow and will not have to manually export and import data.

Do you spend too much time and money on an external CRM? | Photo: Pexels / Cottonbro Studio
ARIVAL 360 | VALENCIA

28-30 APRIL 2025

Insider Pro Access Members Save 20%

THE event of the year for the European in-destination experiences industry

Save up to €860 with the Autumn Advantage ticket

Learn More

3. Are you juggling different dashboards and subscriptions to manage your company’s different brands? 

As your company grows, you may add or acquire different brands, and find that it is increasingly difficult to manage these different brands as financial entities, with multiple subscriptions and dashboards to handle.

If your restech requires you to have multiple subscriptions to manage multiple financial entities, this is costing you unnecessary money in subscription fees as well as time and organizational capacity spent switching between dashboards. 

As you grow your company and expand your brand portfolio, you should make sure you have a booking system that can keep up with your growth, and help you keep things simple. ResPax, for example, allows you to set up multiple financial entities within one account to ensure that companies with multiple brands can manage them all from one dashboard. 

Are you losing more money on booking fees and software subscriptions than you’d like? | Photo: Unsplash / Melissa Walker Horn

4. Do you want more control over the visual appearance of your customer-facing communications flow?

Many booking systems built for smaller companies provide stock themes and templates for customer-facing communications like emails and booking windows. As you grow, you’ll want to differentiate yourself from other companies using similar templates, and establish a clearer, personalized sense of your brand in every aspect of your customer-facing marketing and communication. 

This level of personalization — the branding and theme of the checkout page very closely matches the operator’s own website — has a notable impact on conversions for operators using ResPax.

If you are tired of stock templates and want more control over the colors, theme and flow of your booking process, it might be time to move to a booking system that can offer a higher degree of personalization and customization. 

Do you want to add your own colors and branding to your booking flow? | Photo: Unsplash / Mika Baumeiste

5. Do you feel like your restech is getting more of your money for less value as your bookings grow?

As your business and booking levels have grown, the pricing model you signed on to might seem less worth the cost. Some booking system pricing is structured to benefit smaller operators doing lower volume of bookings. However, as your booking levels grow, it can be beneficial to switch to a system with enterprise pricing, or pricing structures designed for larger companies with higher volumes (for example, look for a pricing model where the booking fees get lower as your volume of sales increases). 

If it seems like your booking system is getting more of your money for less value, take a look at how it compares to other pricing models. Check out Arival’s Guide to Booking System Pricing to learn more about different pricing models and see how different restechs compare.

Are you losing more money on booking fees and software subscriptions than you’d like? | Photo: Unsplash / Melissa Walker Horn

So You’ve Outgrown Your System… What Now?

If you answered “yes” to the majority of questions above, you may have outgrown your booking system, and the time has come to decide what’s next. 

With the growing number of reservation technology and booking system providers out there, it can be difficult to navigate and evaluate which system will work best for you. Arival’s guide to choosing a booking system is a good place to start. 

If you’re curious how ResPax measures up against your needs, we’d love to chat: contact us today!  

This article is sponsored by ResPax.

Become an Insider Pro Access member today and get access to the full library of Arival research, plus many other benefits such as free consulting sessions, special discounts and 20% off in-person events, starting from $179 per year.

GET ON THE LIST!

Sign up to receive insights tailored for the in-destination industry as well as updates on Arival.

Sign Up

Header image: Pexels / Alexas Fotos

Print Friendly, PDF & Email

Trending

Check Out Our New Report
X
Arival Guide to OTAs & Digital Distributors

A comprehensive directory of OTAs and online resellers for operators of tours, activities and attractions Authors: Brittani England & Martin Harlow Edited by: Douglas Quinby & Janelle Visser

Print Friendly, PDF & Email
WHAT'S THE DIFFERENCE BETWEEN ARIVAL | ACTIVATE EDINBURGH AND ARIVAL 360 | VALENCIA AND WHICH SHOULD I ATTEND?

Since 2019, Arival has hosted one major event in Europe each year. For 2024-2025, we’re thrilled to offer two exciting events: Arival 360 | Valencia and Arival | Activate Edinburgh. Here’s a quick comparison to help you decide which event to attend—or why you might want to come to both:

Arival 360 | Valencia (28-30 April 2025)
  • Scope: Flagship European Event with a global reach; up to 30% of attendees from outside Europe, including the U.S., Middle East, LATAM, and APAC.
  • Audience: Experience creators, tech and distribution companies, and industry professionals from around the world.
  • Arival Theater Content: Global topics including: over-tourism and sustainability, technology, distribution, European consumer and operator trends.
  • Breakout Sessions: In-depth workshops on operational best practices, product expansion, AI, channel management, marketing tech, a Spain-specific track and an Innovation Showcase highlighting the most tech-savvy companies in our industry.
  • Networking: Connect with leading OTAs and distribution companies, and build valuable partnerships.
  • Location: Valencia, a stunning coastal city offering rich cultural experiences.
  • Attendees: Approximately 800, providing extensive networking opportunities.
Arival | Activate Edinburgh (23-25 November 2024)
  • Scope: Regional focus on the UK, Ireland, and the Nordic regions.
  • Audience: Operators and industry professionals from the region.
  • Content: Gain insights on regional topics like technology, distribution strategies, and hear from top regional tourism leaders.
  • Breakout Sessions: Experience hands-on learning at Edinburgh’s top attractions and tours, with sessions on visitor experience, digital journeys and innovative tour development. In-depth sessions for companies at the beginning of their digital journey and more advanced sessions for people and companies looking to elevate their experience.
  • Networking: With a more intimate setting. you’ll have more time to build deeper connections and create more meaningful interactions with your current and future partners including distributors, tech companies, DMOs and more.
  • Location: Edinburgh, known for its stunning architecture and historic charm
  • Attendees: Approximately 400, fostering an intimate peer-to-peer learning and networking environment.
Key Differences:
  • Global vs. Regional Focus: Valencia is a global event with an international audience, while Edinburgh is a regional event focused on the UK, Ireland, and Nordic regions.
  • Event Size: Valencia hosts about 800 attendees, providing broad networking opportunities, whereas Edinburgh’s 400 attendees create a more intimate, focused environment.
  • Content and Sessions: Valencia features global themes and advanced topics, whereas Edinburgh provides region-specific insights and hands-on experiential learning.
  • Location Experience: Valencia providing a coastal escape and Edinburgh offering historic and iconic attractions.
  • Who Will Be There: The most valuable part of Arival Events is the connections you make and the partnerships you build to grow your business. At Arival | Activate Edinburgh, you’ll engage with key industry players in the UK, Ireland, and Nordic regions. If your business focus is on these areas, Edinburgh is where you need to be. For those targeting broader European or global markets, Arival 360 | Valencia offers the ideal platform to network with international leaders and innovators. 
Why attend both?

With limited opportunities for business development, learning, and networking in our industry, attending both events is a strategic move. By participating in both Edinburgh and Valencia, you maximize your exposure to diverse markets and influential contacts. 

However, if budget constraints or a specific regional focus dictate your decisions, choose the event that best aligns with your primary business goals. Join us in Edinburgh for regional insights or Valencia for global perspectives—or better yet, attend both to fully leverage the potential of Arival’s expansive network.

For service providers such as a restech or ticketing platform, distribution company, or other services including marketing, AI tools, etc., attending both gives you access to attendees from both markets to connect with your current customers and to meet new ones!

already a member?

Lost your password?

NEED TO REGISTER?

Become an Arival Insider
X
THE ARIVAL INSIDER PRO ACCESS MEMBERSHIP; YOU GET ALL THIS TO HELP YOU ADVANCE YOUR BUSINESS.

Included in Free Membership

Included in Arival Pro Membership

The Arival on-demand video library archive
Access to the entire library of over 150 video sessions and webinars

Arival.guides
Short, digestible research & trends reports delivering insights into our industry, such as The Tour Operator Outlook for 2021.

Arival.travel articles
Topical articles about marketing, tech, operator business and operator stories in all areas of tours, activities & attractions & experiences

Job board access
Find a job from our regular listings, post a resume to the talent network and learn strategies from the job resources articles

New webinars
Helpful, instructional sessions covering subjects such as Mastering Facebook Ads, Grow Your Business and How To Work With OTAs — topics to help advance your business.

Discounts on all Arival in-person events
20% Discount on all Arival in-person events (save up to $300)* based on business type

Arival ProShield – Insurance program
Access to tailored insurance solutions by Granite Insurance is available exclusively for Arival Insider Pro Access Members. Insider Pro Access Members also have access to a suite of resources from Granite Insurance including templates, forms and other informative documents.

Insiders Pro Access member exclusive webinars
Paid membership-only webinars to deepen your understanding of important industry topics.

Job postings & talent directory
Post jobs & connect with candidates most applicable to your business.

Private roundtables to connect, learn and engage
Small, focused and intimate discussions exclusive to Arival Insider Pro Access members.

Full access to Arival’s library of in-depth reports
Up to date, deep analysis of tourism topics ranging from Self-guided Tours to Sales & Distribution Trends and Outlooks, based on the data that defines the industry.

The latest on-demand videos
Over 350+ on-demand videos featuring hot topics in tours, activities & attractions

Insider discounts in digital marketing, tech, e-learning, and more
Save money on additional tools, services and learnings you need to run your business. Exclusive to paid members.

Membership Overview
X

Get on the List
Sign up to receive insights tailored for the in-destination industry as well as updates on Arival.
  *
 *
 *
 *
 
 
You can sign up to receive email updates from topics that may interest you.
*Required fields
Note: It is our responsibility to protect your privacy and we guarantee that your data will be completely confidential.
ARIVAL CODE OF CONDUCT​
CONFERENCES AND COMMUNITY SPACES​

At Arival, we believe travel can make the world a better place. Our mission is to establish and inspire a diverse community of individuals and companies in the In-destination Industry by providing opportunities to gain insight, share knowledge and build connections. To make it possible for true collaboration, creativity, innovation, and idea exchange to thrive, we are committed to facilitating a welcoming and respectful community for all. This Conference Code of Conduct shares our community expectations and applies to all attendees, employees, exhibitors, speakers, sponsors, volunteers, and other participants at Arival- produced and sponsored events. We empower all participants in our community to actively engage in creating a friendly, inclusive and safe environment for all.

Arival’s core values include the following, and create an expectation for conduct at our events and in online community spaces:

We demonstrate a deep respect for human beings inside and outside our company and for the communities in which they live.
We value integrity and strive to consistently interact with others in ways that are authentic, ethical, and fair.
We are dedicated to transparency, committing to clear, open and honest communication.
We actively pursue and advocate for inclusion, diversity and representation of varying cultural backgrounds, perspectives and ideas

Arival welcomes people from all cultural backgrounds, and does not discriminate on the basis of race, color, creed, gender (including pregnancy, perceived pregnancy, childbirth, breastfeeding, or related medical conditions), gender identity, religion (including religious dress and grooming), marital status, domestic partner status, genetic information, age, national origin or ancestry, military or veteran status, sexual orientation, physical or mental disability, or any other basis protected by federal, state, or local laws.

Accordingly, participants must refrain from displaying any demeaning, harassing, aggressive, or intimidating behavior or materials that would interfere with others’ experience and participation in our community.

If you witness or are subjected to inappropriate or disruptive behavior or have any other concerns, notify an Arival staff member as soon as possible.

Inappropriate or disruptive behavior will not be tolerated. Arival reserves the right to refuse entry to or remove any party from any event or community space at any time when participation or behavior create a disruption or hinder the event or enjoyment of the event by other participants. All determinations are at the sole discretion of Arival, and the decision of the Arival team will be final. Severe breaches of this Conference Code of Conduct may result in disqualification from participating in future events. Individuals expelled due to violating this Conference Code of Conduct will not be eligible for a refund or other consolation.

If you have questions regarding this Conference Code of Conduct or its implementation, please contact us at [email protected].

X