Group travel management software: What is it, benefits and recommendations

Group travel management software is essential to streamline group travel plans. Let’s learn about the software with Adamo Software! 

Currently, group travel is becoming a trend. However, it is challenging to manage a journey with multiple participants without effective support tools. Each person in the group may have different needs, preferences, and even traveling time. Therefore, group travel management software is essential to simplify and streamline group travel plans and arrangements. Thanks to this software, travel managers can boost planning efficiency, allocate tasks, track costs, and enhance team communication effectively. Let’s learn about the software with Adamo Software! 

Through this blog post, you will get some insight into the group travel management software, what it is, and its benefits. Besides, Adamo Software also recommends the top 05 best software to consider. All of the information has been thoroughly researched and updated to the latest trends. So, let’s read our blog post and find some useful pieces of information! 

I. What is group travel management software? 

Group travel management software is a digital platform designed to support planning, arranging, and monitoring the trip with many people joining. Unlike other traditional management tools, this software integrates all needed features in a concentrated system, improving planning, tracking, and team engagement. If you are a travel manager responsible for coordinating travel for multiple employees, the group travel management software will be useful. It brings convenience in simplifying information access, scheduling, and handling unforeseen issues.  

Compared to other tools, the group travel management software is outstanding with the detailed itinerary planning feature. This feature allows you to create and adjust the itinerary on each day of the trip, including places, departure and arrival times, hotels, and transportation. The changes to the itinerary will be updated in real-time so that all participants in the group trip can be notified about these changes.  

Besides, the participant data management feature is also a superior function of the group travel management software. Each participant’s profile tracks personal details, health, requests, and document requirements. A centralized system minimizes risks and allows for fast support.  

In addition, the group travel management software’s transparent cost-tracking feature is also exceptional. It provides cost breakdowns by category and individual, recording payments and debts. Some systems also offer online payments and final financial reports. Moreover, thanks to the internal communication tools, the software can distribute messages, urgent announcements, and documents for seamless team communication, reducing missed information.  

Overall, thanks to these features, the group travel management software can improve group travel organization and participant satisfaction from planning to completion. More benefits of the software will be mentioned in the next part of this blog post. So, let’s keep reading for detailed information. 

II. Significant benefits of group travel management software 

The group travel management software, with its outstanding features mentioned above, brings many benefits to both travel managers and trip participants. Besides saving time and effort in planning, the software also helps to boost transparency, streamline coordination, and ensure smooth operations. Let Adamo Software discuss in detail the key advantages of group travel management software.  

1. The benefits of group travel management software for travel managers 

Travel managers are those who are responsible for planning and monitoring the group trips. Thanks to travel management software, travel managers can control group trips comprehensively. So, what are the specific benefits that the software brings? Let’s find out the answer with Adamo Software! 

• Comprehensive group trip control 

Comprehensive group trip control is one of the most essential benefits of group travel management software. Instead of relying on fragmented information sources, the software with a single platform integrates all necessary information, including member lists, booking statuses, schedules, and financial data.  

Group travel software allows easy monitoring of employee bookings on a single dashboard. This allows you to track who has and hasn’t booked their tickets. By automating tracking, the software simplifies the booking process. The dashboard’s intuitive display and notifications enable travel managers to quickly respond to problems.  

Besides, as a travel manager, you can easily monitor participants’ preparation, track completion, identify missing information, and view payment status. You can also instantly update, edit, and share information with the entire group, avoiding individual emails or mass phone calls.  

• Enhancing communication with business travelers 

Maintaining communication between travel managers and participants is extremely essential in managing group travel, ensuring the journey goes smoothly. Travel managers often use messages, emails, or calls, but travelers can miss information. This makes it hard for travel managers to manage communication across several channels for travelers. Thanks to the group travel management software, this becomes easier. The software streamlines communication by providing a single platform for travel managers to address employee issues.  

Using the software’s integrated messaging system, managers can efficiently communicate schedules, reminders, and updates, and share documents with the group, avoiding separate emails, calls, and texts. Thus, all participants in the trip can receive immediate notifications, reducing missed or misunderstood information. The software helps travel managers remind participants about important deadlines or changes in plans, such as visa applications, flight delays, etc.  

• Managing costs and optimizing budget and financial transparency 

As a travel manager, you may have to understand the costs of the trip and grasp the financial data. However, it remains a challenge to synthesize and track expenses from various sources. Errors can easily arise if there are no appropriate support tools. Group travel management software simplifies expense tracking by automatically recording, categorizing, and reconciling costs.  

The software offers a comprehensive view of all trip expenses, enabling you to easily track and calculate expenses accurately. During planning, you can establish budgets for airfare, accommodation, meals, transport, etc. Throughout implementation, the software updates real-time payments, compares them to the budget, and warns of overspending.  

Moreover, the group travel management software also divides costs by member, group, or service category. This makes revenue and expenses transparent and simple to monitor. When the trip ends, you can immediately export the invoice and financial reports and send them to the accounting department. This saves time and minimizes audit errors.  

• Receiving group travel reporting and analytics 

The group travel management software’s ability to provide in-depth analytical data helps travel managers track the effectiveness of the current trip. Besides, they can also learn from experience for future plans.  

The software gathers itinerary data including costs, budget compliance, attendance, participant feedback, incidents, and overall performance. Especially for the costs, the software helps travel managers track important metrics like trip length, ticket costs, and last-minute booking frequency. From one dashboard, travel managers can view charts, comparison tables, or periodic reports. This makes it easy for them to evaluate and make accurate judgments.  

Thanks to the detailed data, travel managers can determine the organization’s strengths and weaknesses. Besides, they can optimize the budget for future trips and choose more suitable services providing partners in airlines, hotels, etc.  

• Guaranteeing to handle arisen situations 

Problems are unavoidable during group travel. Some issues arisen for the trip may include flight and schedule disruptions, health or safety emergencies, etc. In this case, the group travel management software becomes an indispensable tool. It provides flexible and timely support, allowing travel managers to respond rapidly and effectively to any situation.  

This platform allows organizers to instantly update information and notify the entire team in real-time. When assistance is needed, the software allows direct connection to 24/7 support or relevant service providers to resolve issues immediately.  

Overall, the group travel management software helps travel managers save time and enhance efficiency and professionalism in group trip organization and supervision. If you are a travel manager, don’t hesitate to use this software.  

2. The benefits of group travel management software for trip participants 

Besides the advantages for the travel managers, the group travel management software also benefits the trip participants. The software provides them with a more convenient, secure, and personalized experience.  

• Receiving clear information and fast updates 

Group travelers need accurate and timely information to prepare thoroughly and avoid confusion. The group travel management software is here to help them. It provides clear benefits through transparent, synchronized, and constantly updated information.  

The software visually presents all trip information, including detailed schedules, meeting times, ticket details, accommodations, attractions, and special notes. Changes are updated instantly, and real-time notifications ensure every member stays informed.  

Additionally, trip participants can view attachments (e.g. e-tickets, maps, packing lists, etc.), receive automated reminders, or ask questions directly to the organizer via the integrated chat system. This proactivity ensures participants are better prepared, less stressed, and feel more secure during the entire journey.  

• Personalization for each traveler 

On group trips, the needs and preferences of each member are often different. Some seek rest, others prioritize exploration, or they have specific dietary or health requirements. Traditional booking tools may neglect this. Whereas, the group travel management software enables personalized experiences, ensuring each individual’s needs are met. 

At registration, participants input personal details such as preferred meals, seating, room requirements, and allergy/religious information. This data is stored and synchronized, enabling organizers to tailor services for each individual. Besides, the software also uses AI to analyze past trip data to personalize everyone’s travel experience.  

• Safety guaranteed 

When organizing group trips, especially business trips or overseas travel, safety is always a top concern for both participants and organizers. The group travel management software significantly enhances member safety with its quick tracking and response capabilities. The software offers real-time location tracking, a significant feature that helps travel managers monitor group members, especially with large groups or flexible plans.  

Using GPS, the software tracks everyone’s location and alerts travel managers to route changes or arrival delays. This allows travel managers to ensure the safety of the trip participants by changing transport or contacting authorities if needed.  

• Receiving support anytime, anywhere 

Business travel can pose challenges for employees who may need immediate assistance with various issues. Besides, there could be incidents like flight delays, lost luggage, problems with check-in, etc. In these situations, group travel management software is essential to ensure that participants are supported wherever they are.  

Modern platforms typically include online support features where participants can submit requests or chat with customer service 24/7. Besides, the group travel management software also integrates AI-enabled customer service chatbots to handle common emergency inquiries. With 24/7 support, employees receive the necessary assistance and can travel without stress.  

III. Top 5 Group Travel Management Software to Consider for 2025 

With rapid technological advancements and the demand for more professional group trips, choosing the right software is crucial for saving time and costs while enhancing participant experience. There are many different solutions, but not all software fully meets the needs of managing business delegations, team-building activities, or large-scale travel. Let Adamo Software recommend to you the top 5 group travel management software to consider for 2025. 

1. TravelPerk 

TravelPerk is an easy-to-use online platform for managing corporate travel. With TravelPerk, you can handle all business travel planning, including group trips, within a single account. This is a professional group travel management software that is integrated with many leading travel service providers. This software is suitable for businesses that want to organize business delegations, events, and conferences.  

This group travel management software stands out for its large global travel inventory, and group booking for various transport and accommodation features. Besides, it also offers easy self-booking for small groups, automated policy compliance and approvals, and 24/7 customer support with fast response times. Also, TravelPerk allows for real-time spending data access, and centralized payment, reporting, and invoicing.  

2. FCM (Flight Centre Management) 

FCM is a travel management platform with a focus on innovative travel management solutions. FCM’s group travel services are designed for all groups and offer customizable plans to suit your needs. From tailored business travel and event management to strategic projects, FCM can help your enterprise navigate the complexities of global corporate travel. This group travel management software provides personalized support from travel experts for bookings and account management, and innovative technology tailored to your bookings, business travelers, and corporate travel program needs. Below are some outstanding features of FCM. 

• Managing group trips comprehensively with adaptable permissions 

• Providing detailed trip data analysis 

• Integrating budget and corporate policy approval tools 

• Supporting event planning and logistics 

• 24/7 global support 

• Customizable online registration sites 

• Managing group flights, accommodation, and excursions. 

Overall, FCM is an effective group travel management software that provides innovative solutions for group travel management, helping businesses easily coordinate business trips, events, and strategic projects with flexible customization and 24/7 global support.  

3. Youli 

Youli is an online platform providing tour operator software for group travel. Although Youli facilitates group business trip bookings, it primarily targets travel booking companies and tour operators seeking to add this functionality to their websites. Youli’s strength is its ability to create personalized experiences and manage the booking process for each customer.  

Travelers can access Youli’s Itinerary Creator 24/7, even offline. The software’s Itinerary Creator offers individual itinerary and profile creation with pre-trip custom, streamlining bookings and payments with flexible group pricing. Besides, it provides users access to all documents via a mobile app and a starter travel website with integrated booking.  

Creating the landing page for each trip is among the outstanding features of Youli. This group travel management software’s interactive itinerary platform is ideal for tracking progress and team collaboration. YouLi itineraries guarantee you and participants in the trip have the latest schedule in real time. Besides, Youli also stands out for its custom payment settings, split group costs, registration progress and individual guest information tracking, and automated emails and real-time notifications sending features.  

4. Moonstride 

Targeting travel agents, tour operators, and DMCs, Moonstride offers a travel CRM, back office, and booking engine software tool. The company also provides a system to simplify group travel bookings for tour operators, organizers, and travelers. Below are some superior features of this group travel management software.  

• Managing bookings, air tickets, tour programs, and expenses on one platform 

• Creating quick quotes for customer groups 

• User-friendly admin interface 

• Supporting CRM integration and analytical reports 

• Automatic contract and invoice management 

Using Moonstride, travel managers can view, accept, reject, and tailor quotes. Besides, the software also supports them in reviewing booking details and inviting travelers to the group booking.  

5. GroupDesk 

GroupDesk is specialized software for organizing large-scale group trips, focusing on process automation and sales support. Aiming to simplify the process of booking, communicating, and tracking groups, this group travel management software helps organizers save time, increase efficiency, and manage everything in a single platform. 

This software allows the creation of separate registration and payment links for each customer group, making information collection and booking processing faster and more professional. Managers can track the registration status of each group member, send automatic emails, process payments, allocate expenses, or create electronic contracts without manual work.  

GroupDesk integrates many outstanding features such as brand control, allowing personalization of the interface in a corporate style; and 24/7 booking support. This enables the trip participants to flexibly register at any time and customize the itinerary according to their needs. In addition, participants can manage their personal information, while organizers can easily handle service inventory and supplier management, making the trip coordination process smoother and more professional.  

IV. Adamo Software is your ideal partner to develop the best Group Travel Management Software  

Do you want to have your own group travel management software so that you can easily manage your group trip and control the trip costs yourself? Are you looking for a partner to help you with this? As one of Vietnam’s leading technology companies with many years of experience and a professional team, Adamo Software can be your ideal choice. Here’s how we can help.  

• Consulting on the right solution 

Adamo helps you identify the necessary features for the software based on your needs and business scale. Thanks to this, we can build the right system structure from the beginning. 

• User-friendly UX/UI interface design 

Adamo’s team focuses on developing an intuitive, easy-to-use interface for both organizers and participants. This ensures a smooth experience throughout the journey and seamless operation. 

• Developing a flexible management system 

From creating schedules, processing registrations, and managing expenses to real-time group tracking,  

Adamo can integrate all the necessary functions into a single platform. This helps you easily monitor the trip process, participants’ data, itinerary, etc.  

• Ensuring security and long-term operational support 

Adamo prioritizes data security, ensuring user information is always safe. Also, we are ready to support periodic maintenance and software upgrades, helping the system operate stably and always update the latest technology.  

Still hesitating whether to choose Adamo Software? Let’s contact us for more detailed information!