7 powerful integrations to boost your tour operation efficiency using TrekkSoft and Zapier

7 powerful integrations to boost your tour operation efficiency using TrekkSoft and Zapier

To have a business operating and evolving, it is necessary to be aware of the technologies that make sense to it and that are applicable, such as automation and integrations. Both have emerged as important components for streamlining operations, boosting efficiency, and driving growth. 

The pace of technological advancements has created the need to adopt tools and strategies that can help organizations, such as tours and activities operators, stay competitive and responsive to changing market demands. This is where automation and integration effectiveness shine. 

Automation involves using technology to perform tasks or processes with minimal human intervention. By automating repetitive and time-consuming tasks, tourism businesses can free up valuable human resources to focus on more strategic and creative endeavors. This technology is already so present that research made by Gartner predicts that 69% of the work routine currently done by people will be fully automated by 2024.

Additionally, automation ensures consistency, reduces errors, and accelerates the speed of operations, all contributing to enhanced customer experiences and optimizing resource utilization.

Integrations, on the other hand, refer to the seamless connection and interaction between different software applications or systems. Tourism businesses rely on many specialized tools to manage various aspects of operations, such as customer relationship management, marketing, bookings, channel management, finance, and more. The main goal of the integrations is to enable these tools to connect, enabling data and information to flow seamlessly across the business.

Two examples of automation and integrations are TrekkSoft and Zapier.


Understanding TrekkSoft

TrekkSoft state-of-the-art online booking and payment software for tour & activity operators in over 130 countries around the world serves as an all-in-one platform that helps businesses manage their bookings, schedules, payments, and customer communications. By centralizing these operations, TrekkSoft simplifies complex logistical challenges and empowers companies to deliver exceptional client experiences. Among many benefits of using TrekkSoft, the tourism business has: 

  • Time Savings. With automated processes and centralized management, businesses can save time and allocate resources more efficiently.
  • Make data-driven business decisions. Access valuable insights through the platform's analytics and reporting tools.
  • Real-time Availability. The system provides real-time updates on availability, preventing overbooking and offering accurate information to customers.
  • Integration. TrekkSoft can integrate with other systems, such as payment gateways and CRM tools, streamlining overall business operations.

The power of Zapier

On the other hand, Zapier is an automation tool that allows integration between different services. It allows users to create automated workflows; it performs automated tasks and interactions initiated by events (triggers) and followed by actions (actions). Zapier eliminates manual data entry and ensures that information is instantly and accurately transferred between systems. 

With a vast library of supported apps, Zapier enables businesses to customize their workflows according to their needs, creating a seamless and integrated digital ecosystem. To better understand the examples we're about to share, remember that "Zaps are workflows that connect your apps to automate repetitive tasks. A trigger is an event that starts a Zap, and an action is an event a Zap performs.". 

TrekkSoft and Zapier exemplify the importance of automation and integrations in modern business operations. By leveraging TrekkSoft's comprehensive tour and activity management capabilities alongside Zapier's integration prowess, businesses can unlock new efficiency, collaboration, and agility levels.

Now that you know more about automation and integration, check out how it works in practice and can help you in your daily life.

Mailchimp: automatically grow your mailing list and improve costumer communication

Zapier monitors your TrekkSoft account through this integration for new booking information. When a fresh booking is received along with a new buyer, Zapier seamlessly includes them in the Mailchimp mailing list you've selected. This can be used, for example, for:

  • A new guest is created, and you want to send them a welcome email;
  • The booking cancelled, and you need to send more information to the client;
  • New booking;
  • When you create a new campaign and more.

For more information about the integration of Mailchimp + TrekkSoft, check Zapier's website.

Gmail: effortlessly streamline booking communication 

Automate your booking communication using Gmail emails for new TrekkSoft bookings. When a fresh booking is made in TrekkSoft, Zapier will generate an automatic Gmail email and dispatch it to your selected recipient. Simplify your process and conserve valuable time with this seamless integration.

Like with Mailchimp, this integration can be triggered instantly by bookings cancelled, new guests, new bookings, and booking items canceled, and when you receive a new attachment in Gmail when you add a new label and label an email. 

For more information about integrating Gmail + TrekkSoft, check Zapier's website.

GetResponse: boost your customer relationships and increase return visits

Incorporate new TrekkSoft bookings as contacts in GetResponse. Use email marketing to enhance customer relationships and encourage return visits. With this integration, you can effortlessly include fresh TrekkSoft bookings in your GetResponse mailing list as contacts, enabling you to share offers and newsletters.

Trigger the automation when a booking item has been cancelled, when a new autoresponder is created, or a new landing page and more. 

For more information about the integration of GetResponse + TrekkSoft, check Zapier's website.


Trello: boost productivity and stay organized

Want to keep your business organized? With Trello, a visual project management tool, you can manage tasks and projects easily. With Zapier overseeing your TrekkSoft account, you can automatically generate Trello cards on a designated board whenever a new booking is received.

In Trello, you can create different boards for different projects, teams, or workflows. So, for example:

  • Create a board to track the workflow of an activity, like "Christmas market walking tour"; 
  • Create lists to organize your workflow, such as "To Do", "Confirmed Bookings" , "Pre-activity updates," and "Reviews";
  • Then, create cards to add specific tasks or pieces of information and move them across each step in the process from start to finish.

For more information about the integration of Trello + TrekkSoft, check Zapier's website.

Google Sheets: enhance collaboration and data sharing

Benefit from automated tracking on Google Sheets. Whenever a new guest is added on TrekkSoft, this setup will instantly incorporate their details into a new row within your designated Google Sheet.

You can manage projects and tasks in a spreadsheet and track different information. A common example is keeping track of the lead's information - where you can include First Name, Last Name, Email address, and other interests. 

For more information about integrating Google Sheets + TrekkSoft, check Zapier's website.

Google Calendar: Streamline guide schedules

This integration helps you to make sure that your guides know their schedule. Whenever a booking item is cancelled on TrekkSoft, this system will automatically adjust the event color of your chosen Google Calendar event, ensuring that guides are promptly informed about the change. Alternatively, you can opt to remove the events altogether.

For more information about integrating Google Calendar + TrekkSoft, check Zapier's website.

Xero: Save time with automated invoicing

Simplify invoice creation by automating data transfer to your accounting software. Establish this integration to automatically generate new Xero invoices whenever a fresh booking is initiated in TrekkSoft. The triggers can be a new contact in Xero, a new bill or bank transaction created, or when you have a new booking in TrekkSoft, a booking item has been cancelled, a new guest has been created, and more. 

For more information about the integration of Xero + TrekkSoft, check Zapier's website.


Beyond efficiency, automation ensures consistency, reduces errors, and accelerates operations, improving customer experiences and resource utilization.

Integrations, conversely, seamlessly connect diverse software applications or systems, streamlining the flow of data and information across various operations. Among the multitude of tools used by tourism businesses, integration provides efficiency. Businesses unlock agility by combining TrekkSoft's versatile management capabilities and Zapier's integration prowess.

Empowered by this knowledge, businesses are encouraged to explore and leverage these integrations for better operations. Whether simplifying communication with Mailchimp, Gmail, or GetResponse or optimizing organization with Trello, Google Sheets, Calendar or Xero, the combination of TrekkSoft and Zapier amplifies efficiency and effectiveness.


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Gabriela Cofre Torres
Posted by Gabriela Cofre Torres
Content writer with a background in customer success and sales, Gabriela enjoys exploring Latin America, reading, and DIY projects.
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