ViaTour Software :: Pricing

"..the best reason we chose ViaTour was due to the tool it provided us without the expenditure associated with much larger software packages. The support we have received has been phenomenal."

Choose the Product That's Right for You

Click on each Key Feature title for a full explanation of each. Click on each sub-feature for a list of complete details. Screenshots are best viewed in Internet Explorer. Download it here .

Intro video

2012 Sales Kit - Subscripton Pricing

Targeted Marketing: Maximize Your Lists to Their Fullest Potential
Key Features	Basic	Standard	Pro	Enterprise
Mailing List Management Create and store unlimited physical and email addresses and maintain multiple mailing lists for print and e-mail marketing. Track and target according to "date added to mail list". Generate mailing labels or export lists to excel or txt files.	view screenshot
Geographic Marketing Target travelers by City, State, Postal Code Range, and Country. Geographic lists can also be combined with mailing lists.	view screenshot		view screenshot
Traveler Profiles Target past travelers, travelers by an age or age range, new traveler records added in a date range, and exclude "red flags" (those travelers who are trouble!)	view screenshot
Tour Preference Profiles Target travelers with an expressed interest in or past booking on tours or tour types. For example, anyone interested in China in the last 3 years, anyone who booked a "cruise" ever, anyone who took a luxury tour	view screenshot
Tour Vendor Profiles Target anyone with an expressed interest in or past booking on a tour with a specific vendor, such as cruise ship, lecturer or guide, sponsoring organization, etc. Generate lists based on travelers who are in a certain price point, enjoy a certain personality (your "pied piper"), or have come from a specific group.	view screenshot
Tour Component Profiles Target travelers according to tour components booked in the past. For cruise ships, pick high categories for future luxury trips, low ones for "bargains".	view screenshot
Interest Profiles Target travelers based on destination or content interest. This list is controlled and user-defined,		view screenshot
Referral Source Target travelers by referral source, i.e. - web, Facebook, past traveler, a group leader or specific group.		view screenshot
Promotion Source Target travelers by whatever promotion source brought in their reservation. For example: those who came from the "New Yorker " ad or the Spring Catalog 2008.				view screenshot
Custom Postal Code Lists Maintain customized zip code lists like "Forbes most affluent" or "best zip codes in database. Create these manually or import from excel.				view screenshot
Marketing ROI: Know When You Hit the Mark (Or Miss It, and Why)
Third Parties Track interest, brochure requests, and confirmed bookings taken by a travel agent or other 3rd party vendor, such as alumni program, school, church, et cetera.
Call Volume Track call volume for a tour or by referral source (Standard, Pro, and Enterprise), or promotion source (Pro and Enterprise only.)
Reservation Referral Source Assign and track each reservation with its referral source (user-defined codes). Examples might be: website, past traveler, purchased lists, group leaders, and sponsoring organizations. Reporting shows counts per trip or over many trips, indicating what interest and bookings marketing has created.
Tour Promotions Track each promotion in ViaTour and associate that promotion with one tour or many. Keep notes on hand and track how different types (email, catalogue, postcards, etc) are performing. Create a promotion schedule to stay organized. Assign deadlines for when a proof needs to be done, when lists or labels are due, when a promotion actually hits, etc Assign vendors to a promotion to readily see what mail house, printing house, or designer was used for each. Record quantity printed versus mailed versus on-hand. Assign a cost for the promotion and let ViaTour provide up to the second "cost per booking".			view screenshot
Promotion Recipients & Responders Stamp all recipients on a list as having received a promotion. Track effectiveness of marketing efforts and/or effectiveness of queries according to success of selection criteria Save costs over time by weeding out the non-responders. View for each traveler what promotions have been sent and for what reason (the criteria on list pull, such as "past travelers interested in Africa").
Promotion Runs & Unique Mail Lists Combine several list pulls (queries on travelers) to find out the total number of unique households between them, e.g. - past travelers interested in cruises plus everyone from the most affluent zip codes. This feature gives the total count of unique households, and exports to Excel.
Customer Resource Management (CRM): Repeat Business is Easy Business
Contact Management Capture and store all necessary traveler contact information, including addresses, phone numbers, emails. Tag each record according to preferred communication method, i.e. - snail mail, e-mail or both. Customize the appearance of letters or labels (with prefix, on one line or two, first name only after "Dear" et cetera.) For name badges "preferred name" is automatically used. Generate exportable reports by tour, including address labels, luggage tags, participant lists, phone lists, fed ex reports and more. For marketing, set dates of residence and exclude or include seasonal address
Comprehensive Profiles Store biographical notes, marital status, wedding anniversary (appear on reports automatically taking place during a tour); medical and diet concerns, emergency contacts information, passport data, frequent flier numbers and travel preferences.
File Linking Link bios, letters, and even photos to a traveler record for easy viewing or retrieval any time. For example, link to a letter of praise or a cancellation letter or a group photo. A wonderful customer service touch!	view screenshot
Traveler Affiliations (For Non-Profit Groups) Capture membership levels and status, class year, degree history, and the degree display name for mailings, badges and participant lists.
Cumulative Travel History On traveler record or reservation, see how many trips have been confirmed and the traveler's lifetime value over many tours.
Messages View any calls made to or from a traveler on their record's message log. Log shows date, time, status and action to be taken, if any.
Reminders View any to do items on a traveler's reminder tab.	view screenshot
Gifts Use gifts to set up a reward-tracking program or for branding. Associate a gift with a specific tour and reason.
Relationships Setup and track relationships in ViaTour for all travelers. In addition to familial relations ships (friend, sibling, parents, users can use this feature to track specific referrals "John doe referred Mary Smith." For alumni and museum groups, see donor history and relationships.
Surveys Create unlimited custom surveys and questionnaires (such as trip evaluations and marketing surveys), track Traveler responses in ViaTour, and report in detail or summary. Answers can be true false, multiple choice or free text up to 250 words. Set up auto-functions to push data automatically to other tables. For example, response to "Where do you want to travel?" can be auto-recorded as a Traveler interest to save re-keying. Share surveys with outside suppliers and partners.
Custom Data Add any custom fields to Traveler records to capture data not currently tracked in our system. Custom fields can be integrated into existing reports that then become your "custom report."
Reservation Processing: Better Customer Service in Less Time
Prevent Oversell Set maximum "sell" limits per tour to prevent overselling. View quickly from main menu, res form or tour capacity and number remaining to sell, and room sold.
Confirmations Made Easy Capture the essentials with ViaTour deep data collection and quickly generate a confirmation letter for mail or email. Output letters one at a time, by tour, or batch by bookings taken in a date range. Drop "custom notes" and stock phrases easily into confirmation letters. Custom letters can pull in tour specific information; show room details, pre- and post-tour extensions purchased, and much more. Letters can be printed or emailed. Alert suppliers with updated reservation reports providing summary counts for new bookings, interests, traveler details, cancellations or wait list.
Reservation Contact Management Capture and store all necessary traveler contact information: addresses, phone numbers, email. When a traveler books, use components to track if they prefer snail mail, e-mail or both. Flexibility in who gets tour mailings makes managing families and groups simple. Export reports such as address labels, luggage tags, participant lists, phone lists, fed ex reports and more, by tour
Third Party Bookings Input and track bookings taken by a travel agent or other 3rd party, like a sales person or concierge. Create invoices or custom commission reports.
Invoicing Billing in ViaTour is easy and intuitive. Assign the "bill to" person on each reservation. ViaTour can manage any billing arrangement: groups, families, friends paying for friends, singles who share a room, and travel agent bookings. Commissions: For groups and travel agent billing, set commission structures (Standard and Pro only) and create custom invoices with commissions auto-calculated. Motor Coach operators may use this as a boarding receipt, and show pick up location and time, bus seat assignments and meal choices, payments due, if any! Smart functionality can be built in for messaging about final payment due date, membership lapses, and tour specific terms and conditions.
Traveler Sub-Groups Create groups within a tour to identify friends, families, or sub groups traveling together.
Pick-Ups by Location Assign each traveler a pick-up location, assigned per tour with time and address location details. The group leader and driver reports pull in cell and/or home telephone numbers, seat assignments, health diet or meal options and more.
Vehicle and/or Seat Assignments Set up as many vehicles as needed to service a tour and assign seats one at a time. Or assign in batch if using the feature for "vehicle assignment." Assign drivers and group leaders as well. Benefits: ensure companions are on the same bus together; distribute room keys or color code luggage tags by vehicle to save time, and more.
Rooming Lists ViaTour's full-featured rooming functionality allows tracking of all the necessary requirements. Room occupancy, category and bed configurations are all user defined. Notes fields allow tracking of special requests. ViaTour has many standard rooming lists, but can create custom lists for company needs. ViaTour's many rooming reports include a group leader report, which displays passengers by room grouping, indicating birthday and anniversaries during the tour, plus health, diet and emergency info, age and address information.
Traveler Information Better serve customers by tracking all specific information crucial to their enjoyment of a tour! Diet restrictions, health, emergency contacts, travel preferences are all tracked in ViaTour. Group leader reports automatically show if a birthday or anniversary takes place during a tour.
Reservation Referral Source Associate each reservation with its referral source (user-defined codes). Examples might be: website, past traveler, purchased lists, group leaders, and sponsoring organizations. Reporting shows counts per trip and in aggregate. Track what sources create interest, bookings and more.
Mail Merge Create templates in word and merge ViaTour data for personalized letters. In addition to salutation and address data, bring in tour name, dates, tour operator name, group leader or lecturer names, and much more. Letters can be run from the ViaTour Reports menu using the powerful criteria forms. (e.g.: a special letter to travelers on the "Post Tour Extension") Track "prefer email" or "prefers snail mail" with tour components and pull letters, labels and email lists accordingly.
Tour Documents ViaTour tracks tour documents, the mail date to travelers, and dates due back, if any. For every reservation and document, ViaTour automatically tracks and displays the status (ok, late or pending) on forms and reports. ViaTour can create a custom "missing documents" letter that can be run prior to departure and automatically lists what is needed back.
Reminders & Call Logs Easily enter and view communications with a traveler. Set up reminders for things needed on a traveler's behalf. Both reminders and phone messages can be emailed through Outlook.
Room Inventory Set up allotments by vendor (ship, hotel, train) and date ranges, and then assign booked travelers to rooms. Track sold out and remaining availability for all booking categories. ViaTour inherently prevents a traveler from being assigned to more than one room per night.
Promotion Source for Reservations Associate each reservation with its promotion source (user-defined codes). Examples might be: specific email, postcard, catalogue or brochure. Reporting shows counts per trip and in aggregate, Promotion forms help track and analyze costs with booking rates.
Companion Booknig Assign quickly and easily a relationship between companions traveling together. If a new traveler is referred by another, use this to track for reward and incentive programs.
Tour Planning & Logistics: Success Down to the Last Detail
Message Log See all tour communication in one place. Calls to and from both Vendors and Suppliers can be entered and viewed.
Room Inventory Set up inventory by Dates and Vendor and track "occupied" versus "available" by Category for each data set. Results appear in detail and summary form for quick reference when booking travelers.
General Information Store past, present, and future tour information; Sort by Tour Names, Departure Dates, Destination, etc
Data Duplication Copy information or data across multiple tours. Dates for payment schedules, itineraries, etc are auto adjusted for you.
Date Calculator Calculate key dates quickly to easily create reminders, schedule mailings and promotions, assign payment due dates and more.
Tour Options & Invoicing Create & manage availability of various tour components, including tour cost, single supplements, insurance, cabin pricing, pre- and post-trip extensions, discounts and more. See Reservation Processing to learn how flexible traveler invoicing is.
Payment Schedule Set up payment schedules for each departure, track deposit amounts, terms and conditions, dates of final and interim payments if required. Include this information on custom invoices and have code added to invoice to say "Balance now due" based on final payment due date.
Tour Vendor Management Link the suppliers on a tour to create a form with Phone, Fax, Web site and Staff contact list in one handy place. Vendor history tracked over time.
Document Generation Create and store documents (letters, invoices, wire forms, etc) for tours, customers, and vendors
Standard Reminders Establish standard tasks for every tour and implement automatic reminders across multiple tours or departures
Services ViaTour's Services interface helps cost a tour and adjust estimates and counts based on minimum bookings, sale price, or costs. Integrates with financials for seamless processing of vendor payments. Also provides tour managers with "on the ground" operational itineraries, displaying all contract and payment details, timing, location, and much more.
Air Schedules Create any number of group flights and transfers for tours, and group sets of flights into journeys (main tour, pre-tour or post tour groupings). Add to a traveler's record with one click.
Variable Commission Calculator Calculate real-time commissions based on numbers of spaces or retail value sold. Create flat commission rates or enter minimum or maximum values.
Ops Summary Form Get a handle on what is booking and what is not! This handy form provides a bird's eye view of reservation activity for bookings, cancellations and interest! It is a fast way to see departures and returns, that is, what tours are leaving and what tours are returning. Click on video for a quick demo!
Communication: Keeping Everyone on the Same Page
File Linking Link any document (Word, Excel, JPEG, or PDF) or website with a Traveler, Tour, Vendor, or Reservation record. Save time with "quick access" to current itineraries, contracts, lecturer CVs, ship berthing charts and more.
Message Log Track communications with travelers, prospects, vendors, and other clients; feature integrates with Outlook for sending email messages easily to fellow staff or colleagues. Reporting shows summary and detail: what calls does a staff member need to return? How many calls about which tours? Which calls resulted in bookings? Track call volume for specific promotions (email, catalogue, brochure, et cetera.) (Pro & Enterprise only)
Tasks/To Do Lists Schedule tasks and reminders to automate work flow. See list of current reminders when ViaTour is launched, and use filters to print to-do lists by status, due date, tour and/or person responsible for completion. Critical deadlines no longer fall through the cracks. Is your colleague traveling or out sick? Print others' task and reminder lists. Copy Standard Reminders (tasks that repeat every trip) from existing to new tours.
Tour Financials: Know Your Position & Plan Accordingly
Invoicing Design payment schedules and generate invoices one at a time or in batch by tour or many tours.
Financial Tracking Track all incoming and outgoing transactions; view detailed P&L or summary data.
System Integration Integrate VT with an existing accounting system for seamless tracking and monitoring.
Tour Budget & Forecasting Compare actual income and expenses to planned; track line items by user-defined codes
Tour Financials: Sample Reports
Invoice Summary (by Tour) Tour Invoice Summary showing Reservation, Vendor and Component Summary information
Output & Analysis: The Most Robust Reporting Engine in the Industry
Report Maintenance Maintain clean data using VT's built in quality-assurance reports and features.
Save Queries Create, save and store complex filter settings and data queries for repeated use, make queries & reports available to other users, and reuse them easily on other reports.
System Standards & Customization: ViaTour Tailored for You
Look Up Code Table During implementation we work closely with you to set-up ViaTour Codes and custom reports to allow you to work the way you like. Flexible code table allows for growth and change when new business opportunities arise.
Action Queries Run custom queries that perform specific batch operations on your data. For example, temporarily stored credit card information can be cleared daily, weekly or bi weekly with one click.
Report Boiler Plate Save on development costs by using the report boilerplate form to add or edit text on custom reports. Save frequently used phrases to drop into invoices and letters.
Company Set Up Maintain company address, phone numbers, current logo, website and other system preferences here. Update any address, phone or logo changes easily.
Online Help Help menu with chapters, index and search features! Sample reports can be viewed with tips on uses and filter settings. Company specific help available on all main forms.
Permissions & User Management Set "permission levels" to control which users can view, modify or delete data.
Audit Log Track changes to any field within VT; view previous and changed value for edited records.			view screenshot	view screenshot
Add Custom Fields Use ViaTour's custom traveler, tour, reservation or vendor data fields to track any other information unique to your organization. If you need specific reports, our developers will create custom reports to meet your specific requirements.	view screenshot
PRICING: New Monthly Subscription Plans - Low Cost, Pay You Go!
Basic Lite - $195 a month - 1 user seat - Over 100 reports - Annual update included - Implementation - $1100 (includes 8 hours training)
Basic - $295 a month - 2 to 5 user seats - Over 100 reports - Annual update included - Implementation - $1100 (Includes 8 hours of training)
Standard - $595 a month - 1 to 5 user seats - Over 130 reports - Annual update included - Implementation - $1750 (Includes 16 hours of training)
Business - $695 a month - 1 to 5 user seats - Over 65 reports - Annual update included - Implementation - $1750 (Includes 16 hours of training) Business level is for tour operators who work mainly with groups and need Tour Services (a Pro feature), but who do not require the feature set of travelers and reservations. Most contact is with group leaders or travel planners, not the end traveler. Business is discounted PRO, with Traveler & Reservation Forms disabled.
Pro - $995 a month - 1 to 5 user seats - Over 190 reports - Annual update included - Implementation is $2695 (includes 30 hours of training)
Additional Services * Customization - We frequently develop custom reports, new functionality and new features for clients. * Additional Training - You may arrange additional web-based training sessions at any time. * Data Conversion - We are pleased to estimate the effort involved in importing data from other systems.

Chart Notes:

SOFTWARE REVIEW AND EVALUATION

ViaTour supports your evaluation by providing extensive and targeted on-line demos during which we will apply your business practices to ViaTour in a live setting. We also make available to you a set of sample reports, a sample license agreement, and a copy of our optional ViaTour Annual Maintenance Agreement (VAM), which outlines our support and upgrade obligations after the initial 60-day warranty period. We encourage you to contact us with any questions you may have throughout this process.

CLIENT REFERENCES AVAILABLE

Every ViaTour client is a satisfied user, and pleased to act as a reference. Once you review our client list and let us know to whom you would like to speak, we will send you their contact information, as well as let our client(s) know you will be in touch.

TECHNICAL REQUIREMENTS REVIEW

Please have your IT department make sure you can meet the technical requirements (see Technical Requirements document).

DATA CONVERSION: TWO OPTIONS

Convert in-house: ViaTour will provide an empty database, documentation, and telephone support to your in-house data analyst or programmer. Past clients have required $500-$1000 in ViaTour staff support, including mapping your data to ViaTour's structure, testing converted data in the user-interface, and assisting with data clean-up. ViaTour converts your data: We will review your data and provide an estimate. Past conversions have ranged from $300 to $8,000, and can take from a few days to several months. Your original data structure, the depth to which ViaTour tables will be populated, and the quality of your data are all factors that influence the cost of the conversion effort. We have imported data from FMS, TourTools, ACT, Outlook, Raisers Edge, Advance, Excel or text files, and many custom databases. We manage our conversions so that there's a maximum return on your investment over manually rekeying data, with minimal operational downtime between systems.

VIATOUR PROPOSAL AND LICENSING AGREEMENTS

ViaTour will provide you with a proposal that includes any customization estimates (including special reports), our agreed-upon implementation and payment schedules, and training and implementation hours. If you accept the proposal, ViaTour requires that you sign our standard license agreement and have complied with the agreed-upon payment terms prior to implementation.

APPLICATION PLATFORM

ViaTour is a Microsoft Access application written in Visual Basic for Applications. A front-end ViaTour application file is installed on each user's local drive. All users must have a licensed copy of Microsoft Access (32-bit) version 2003 or later.

DATA PLATFORM

Basic, Standard, Pro: ViaTour data is stored in a shared back-end Access database file in a shared server folder on your local area network, to which all front-end application files are linked. Enterprise: ViaTour data is stored in a SQL Server database to which all front-end application files are linked. The database may be on a shared local SQL Server, server or on a remote SQL Server hosted by ViaTour or by the data hosting provider of your choice.

SERVER HARDWARE

Basic, Standard, Pro: 100-500 megabytes of shared hard disk storage space in a folder on which all users have read/write/delete permissions. This folder should be included in a regular backup process. Enterprise (if data is not hosted by ViaTour): Server hardware requirements for ViaTour Enterprise do not exceed Microsoft's minimum recommendations for SQL Server installations. Please refer to www.microsoft.com for more information.

SERVER SOFTWARE

Basic, Standard, Pro: None required Enterprise (if data is not hosted by ViaTour): ViaTour Enterprise supports any level of 32-bit SQL Server 2005 or 2008 (including Microsoft's free SQL Server Express).

NETWORK/SERVER HARDWARE

Minimum 100 mbps network speed; server configuration itself is generally less of a factor in overall performance than workstation and network performance. Clients running ViaTour over a Citrix environment report excellent performance.

WORKSTATION HARDWARE

A contemporary business-level PC; ViaTour recommends at least 1 gig RAM, at least a 60 gig hard drive, at least a 2+mhz CPU. ViaTour requires a 1024 x 768 minimum monitor resolution (XGA), with video cards that support a minimum 16 bit color depth.

WORKSTATION SOFTWARE

Operating systems: Windows XP, Vista, or Windows 7; Microsoft Access 2003, 2007 or 2010 (32-bit). ViaTour does not support Access 2010 64-bit at this time. Mac is supported as long as a Windows emulator is installed (e.g. Parallels, VMWare Fusion, VirtualBox), and the emulated Windows environment meets ViaTour's hardware and software requirements.

FREQUENTLY ASKED QUESTIONS

Q: Is ViaTour easy to learn?
A: Yes, ViaTour's layout is intuitive, and the data entry forms reflect and support typical workflow patterns.

Q: I have all my data in another program. Do I have to enter it all over again in ViaTour?
A: Data conversion is a part of nearly every implementation. We can review your data and provide an estimate, or offer support if you choose to do this in-house.

Q: What if I want additional reports or special formatting?
A: We will review your requirements with you and provide estimates for creating or modifying reports to meet your needs.

Q: Can I query my data directly?
A: Yes, we are happy to provide additional training and support so you can make effective and safe use of your data using MS Query from Excel.

Q: Is ViaTour expensive?
A: Feature by feature, report by report, ViaTour is the most cost-effective tour management database system on the market. We offer a range of levels and functionality to meet the needs of small, medium and large organizations.

Q: What language is the software programmed in?
A: ViaTour is a professionally-developed Microsoft Access application and makes extensive use of VBA and SQL. Application levels Basic, Standard and Pro link to an Access backend database, while Enterprise links to a SQL Server backend database.

Q: How many people can access ViaTour simultaneously?
A: With data in Access, we recommend up to 25 simultaneous users. If your organization exceeds that, we recommend you upgrade to Enterprise, our newest data application level in which data is stored in SQL Server.

Q: Can ViaTour be integrated with our web-based reservation system?
A: If you require web functionality (publishing tour data to the web, bringing in reservations from the web) we recommend purchasing ViaTour Enterprise, with data in SQL Server. We can host your data, create custom web services, or build your website for you. For client sites using Basic, Standard or Pro, exporting data to Excel for use on a website is an alternative to Enterprise.

Q: Does ViaTour integrate with other software?
A: ViaTour works well with the Microsoft Office suite of products, allowing easy transfer of data in and out of Outlook, Excel, and Word. ViaTour is available in all current PC versions of Microsoft Access, including 2003, 2007, and 2010.

Please contact us for details: (505) 466-6300 or email: info@viatoursoftware.com